Private Secretary & Office Manager

We are seeking a highly organized and proactive individual to provide dedicated support to our Managing Director while ensuring the smooth operation of our office.

The Role:

This is a unique dual-role position that is central to the company's efficiency. You will serve as the right hand to the MD , managing their complex schedule and communications, while also overseeing the administrative functions of our office. The ideal candidate will be a master of multitasking, possess impeccable discretion, and thrive in a creative environment

Key Responsibilities:

Private Secretary to the MD:

Manage the MD's complex calendar, including scheduling appointments, meetings, and travel arrangements (both domestic and international).

Act as the primary point of contact between the MD and internal/external stakeholders, exhibiting utmost professionalism and discretion.

Prepare and edit correspondence, communications, presentations, and other documents on behalf of the MD.

Handle confidential information with the highest level of integrity and security.

Attend meetings, take minutes, and track action items to ensure follow-through.

Assist with personal tasks and errands as needed to optimize the MD's time.

Office Manager:

Oversee daily office operations, including maintenance, supplies (including managing inventory for office use), and vendor relationships.

Develop and implement office policies and procedures to improve efficiency and organization.

Manage incoming and outgoing mail, shipments, and deliveries.

Provide general administrative support to other team members as needed.

Assist with the planning and execution of company events, openings, and meetings.

Manage office budgets and expenses.

Qualifications and Experience:

Proven experience (5+ years) as an Executive Assistant, Personal Assistant, or Office Manager

Exceptional organizational and time-management skills, with the ability to prioritize a wide range of tasks in a fast-paced environment.

Excellent written and verbal communication skills in English and Chinese .

High degree of professionalism and ability to maintain strict confidentiality.

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

A proactive approach to problem-solving with strong decision-making capabilities.

An interest in or knowledge of art, art materials, and the creative industry is highly desirable.

How to Apply:

Please submit your resume and a detailed cover letter explaining why you are the perfect fit for this dual role to [[Confidential Information]] with the subject line: Application: Private Secretary & Office Manager - [Your Name].

In your cover letter, please address your experience supporting senior executives and managing office operations.

We thank all applicants for their interest however, only those selected for an interview will be