Secretary and Personal Assistant

Role & Responsibilities

Executive Support:

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's schedule, including arranging meetings, appointments, and travel itineraries.
• Handle incoming communications, including emails, phone calls, and correspondence, and respond or redirect as necessary.
• Prepare documents, reports, presentations, and other materials for the CEO.
• Be a minutes taker for weekly operational meetings

Personal Assistance:

• Provide personal assistance to the CEO as needed, such as managing personal appointments, coordinating household tasks, and handling personal errands.
• Maintain confidentiality and discretion in handling sensitive information and personal matters.

Office Management:

• Oversee the smooth functioning of the CEO's office, including managing supplies, equipment, and facilities.
• Coordinate with other administrative staff to ensure efficient office operations.
• Organize and maintain records, files, and documents related to the CEO's office.
• Manage company operations such as employee place cards and executive travel visas.

Communication:

• Facilitate communication between the CEO and other team members, departments, clients, and partners.
• Translate documents, emails, or other materials from Chinese to English or vice versa, as needed.
• Assist in bridging any cultural or language barriers that may arise in communication.

Qualifications:

• Bachelor's degree or equivalent experience in business administration, communications, or related field.
• Proven experience as an executive assistant, personal assistant, or secretary, preferably supporting C-level executives.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Strong communication skills, both written and verbal, with fluency in English and Mandarin Chinese.
• Proficiency in office software applications, including Microsoft Office suite and email/calendar management tools.
• Discretion and professionalism in handling confidential information and sensitive matters.
• Cultural sensitivity and awareness, particularly in working with a Chinese CEO and stakeholders.
• As the Chief Secretary, you will play a pivotal role in supporting the CEO and contributing to the overall success of the company. Your ability to efficiently manage administrative tasks, facilitate
• communication, and provide personalized assistance will be essential in driving productivity and maintaining a positive work environment.