Executive Secretary

Administrative Secretary
(Chinese Language Proficiency Required)

Position Overview
The Administrative Secretary provides comprehensive administrative and organizational support to senior management and ensures efficient daily office operations. The role requires strong bilingual communication skills in English and Chinese (Mandarin) to facilitate internal coordination and external communications.

Key Responsibilities
1. Executive & Administrative Support
- Manage executives calendars, appointments, and travel arrangements
- Prepare, draft, and format correspondence, reports, presentations, and official documents
- Maintain organized filing systems (electronic and physical)
- Handle confidential documents and sensitive information with discretion

2. Meeting & Event Coordination
- Arrange meetings and prepare agendas and materials
- Take accurate meeting minutes and follow up on action items
- Coordinate company events, official visits, and business receptions

3. Communication & Liaison
- Serve as a liaison between management and internal/external stakeholders
- Translate and interpret documents and communications (English Chinese) when required
- Handle business correspondence, phone calls, and email communications

4. Office Administration
- Oversee office supplies procurement and vendor coordination
- Support HR administrative processes (onboarding documentation, records management, etc.)
- Assist in maintaining company documentation compliance and record-keeping standards

5. Other Duties
- Provide support for special projects
- Perform additional tasks assigned by senior management

Qualifications & Requirements

Education
- Diploma or Bachelor's degree in Business Administration, Management, Secretarial Studies, or related field

Experience
- Minimum 1-3 years of relevant administrative or secretarial experience
- Experience supporting senior executives is preferred

Skills & Competencies
- Proficiency in both English and Chinese (Mandarin), spoken and written
- Strong translation and bilingual communication abilities
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Excellent organizational and time-management skills
- Strong written communication and documentation skills
- High level of discretion and confidentiality
- Ability to work independently and manage multiple priorities

Personal Attributes
- Professional demeanor and presentation
- Detail-oriented, responsible, and proactive
- Strong interpersonal and coordination skills
- Ability to work under pressure in a fast-paced environment