Secretary

Responsibilities

• Provide comprehensive secretarial and administrative support primarily to one Executive Director, as well as selected employees within the Executive Director’s team.
• Manage the Executive Director’s calendar, including scheduling and prioritising meetings, appointments and business engagements.
• Maintain and update the Executive Director’s client database, ensuring client information is accurate and up to date.
• Coordinate end-to-end travel arrangements, including air tickets, accommodation, ground transportation, visa requirements and alignment of travel itineraries with business meetings.
• Coordinate teleconferences and video conferences with local and regional offices, including meeting room bookings and other logistical arrangements.
• Prepare and process expense claims and other administrative or financial documentation accurately and on a timely basis.
• Source and arrange restaurants and other venues for business meetings and client engagements.
• Facilitate the execution of contracts, Non-Disclosure Agreements (NDAs) and other documents, coordinating with clients, Legal and relevant internal stakeholders to ensure timely completion.
• Organise and maintain accurate transaction-related records and documentation in accordance with the Company’s documentation and compliance requirements.
• Coordinate and support the planning and execution of meetings, corporate events and other business functions.
• Assist with the opening of securities trading accounts and credit/loan facility accounts for individual and corporate clients, liaising with relevant internal and external stakeholders to facilitate a smooth and timely process.
• Undertake other ad-hoc administrative duties and projects as assigned by the Executive Director.

Requirements

• Minimum Polytechnic Diploma or equivalent qualification.
• At least 3 years of relevant experience in a secretarial, executive support or administrative role.
• Good command of written and spoken English and Mandarin, as the role requires regular communication with Mandarin-speaking clients and regional stakeholders.
• Meticulous, well-organised and able to manage multiple priorities with a strong sense of urgency.
• Good communication and interpersonal skills, with the ability to interact professionally with senior management, clients and internal stakeholders.
• Proficient in Microsoft Office applications, particularly Excel and PowerPoint.
• Comfortable using modern video conferencing and collaboration platforms such as Microsoft Teams and Zoom Meeting.
• Able to exercise discretion and maintain confidentiality when handling sensitive business and client information.
• Resourceful and able to independently troubleshoot basic technology or system-related issues, including finding solutions through available online resources where necessary.