About the role
Our client is seeking a highly organized, proactive, and detail-oriented Team Secretary to provide comprehensive administrative and secretarial support to a team of 3 - 4 senior executives. The ideal candidate will be a self-starter with excellent communication skills, strong time-management abilities, and the capacity to handle multiple priorities in a fast-paced environment.
Key Responsibilities
Executive & Administrative Support
- Provide full-spectrum secretarial and administrative support to 3–4 senior executives, including calendar management, meeting coordination, and travel arrangements
- Manage complex and fluid diaries, scheduling internal and external meetings across different time zones
- Coordinate and prepare meeting materials, agendas, presentations, and minutes
- Screen and handle incoming calls, emails, and correspondence with professionalism and discretion
- Maintain organized filing systems (both digital and physical) and ensure timely document retrieval
Travel & Logistics Coordination
- Arrange domestic and international travel itineraries, including flights, accommodation, visa applications, and ground transportation
- Prepare detailed travel schedules and handle last-minute changes efficiently
- Process travel expense claims and track reimbursements
Event & Meeting Support
- Coordinate logistics for team meetings, off-sites, conferences, and client events
- Liaise with internal departments and external vendors for venue sourcing, catering, and AV setup
- Assist with onboarding and offboarding logistics for team member
Communication & Liaison
- Serve as a primary point of contact between the team and internal/external stakeholders
- Draft, proofread, and format correspondence, reports, and presentations
- Maintain strong working relationships with clients, partners, and colleagues
General Office Support
- Monitor and manage office supplies and equipment for the team
- Assist with ad-hoc projects and administrative tasks as assigned
- Support other team members during peak periods or staff absences
Qualifications & Requirements
Education & Experience
- Diploma or above in Business Administration, Secretarial Studies, or related discipline
- Minimum 5–8 years of relevant experience as a team secretary, executive assistant, or similar role, preferably in a professional services, financial, or corporate environment
- Experience supporting multiple senior executives is highly preferred
Skills & Competencies
- Excellent organizational and time-management skills – ability to prioritize tasks and meet deadlines
- Strong written and verbal communication skills in English and Chinese (Cantonese and Mandarin)
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools
- High level of discretion and confidentiality – able to handle sensitive information with integrity
- Proactive and resourceful – able to anticipate needs and work independently
- Strong interpersonal skills – able to interact professionally with all levels of staff and external parties
For further details, please contact Vien Ng or send across your details to [Confidential Information]
(Job Code: VN/80435)
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