Key Responsibilities

Provide secretarial and administrative support to the General Manager, which includes but not limited to:

1. Schedule & Calendar Management

Calendar Control: Manage daily calendar, prioritize requests, and coordinate internal and external meetings.
Logistics & Hospitality: Secure dining reservations, coordinate catering, and handle all related logistics.

2. Travel & Expense Management

Travel Planning: Handle comprehensive logistics for business trips, including flight and hotel bookings, visa applications, etc.
Expense Claims: Assist with the timely preparation, submission, and reimbursement of expense claims.

3. Meeting Coordination & Minutes

Preparation & Setup: Coordinate room reservations, technical setup, and the timely dissemination of meeting notices and materials.
Documentation: Attend internal and external meetings to take accurate minutes and track action items.

4. Internal Coordination & Reporting

Report Collation: Assist in preparing work reports by coordinating with internal departments to collate data, draft presentations, and maintain records.
Liaison & Follow-up: Act as a liaison by relaying messages and tasks to internal teams, ensuring timely follow-ups and reminders.

5. Documentation & Records Management

Approvals & Signatures: Coordinate the signing of documents and ensure secure, organized record-keeping.
Communications Screening: Screen and forward incoming emails, letters, and phone calls.
Database & Directives: Maintain an updated database of business contacts and manage the issuance and archiving of all Management Directives.

6. External Relations

External Liaison: Assist in the coordination of administrative matters with external organizations and attend corporate functions when required
Gifting: Manage the ordering and dispatching of corporate gifts and festive hampers

Others:

Bilingual Support: Provide accurate translation and interpretation work (English and Chinese).
Company events: Plan, conceptualize, and execute company events, team-building activities, and festive celebrations.
Perform any other secretarial or administrative tasks as assigned.

Requirements

Diploma / Degree in Business Administration or related studies.
At least 5 years of related experience in a similar capacity as Secretary /Personal Assistant/ Executive Assistant to Senior Management.
Fluent in written and spoken English and Mandarin to manage translation work and facilitate frequent liaison with other offices and external partners.
Possess excellent communications and interpersonal skills.
Attention to details.
A good team player.

Secretary to General Manager