Position Overview

We are seeking a highly skilled and experienced Executive Secretary to support a senior executive. The ideal candidate will be an organized professional with a strong background in associations and a proven ability to maintain confidentiality and manage sensitive information. This role requires a blend of organizational skills, attention to detail, effective communication, and a high level of professionalism aimed at optimizing the efficiency of executive leadership.

Key Responsibilities 

1.   Administrative Support

• Schedule Management: coordinate and manage the senior executive’s business calendar, including scheduling work-related meetings and appointments.

• Communication: serve as the primary point of contact for matters related to work, handling correspondence and inquiries.

• Assist in the planning and execution of events, ensuring all logistical details are managed seamlessly.

2.   Meeting Coordination

• Organize meetings, prepare agendas, compile necessary documentations, record meeting minutes and distribute to relevant parties.

3.   Handle sensitive information with discretion and maintain confidentiality in all matters.

4.   Work closely with other team members to ensure cohesive operations and support for the senior executive’s initiatives and goals.

5.    Work closely with other departments, ensuring alignment on projects and initiatives. Monitor the progress of projects initiated by the senior executive and ensure deadlines are met.

6.    Build and maintain relationships with stakeholders, clients and business partners, representing the senior executive and the organization.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.

• Minimum 8-10 years of experience as an executive secretary or in a similar administrative role. Experience in associations is a plus.

• Exceptional organizational and multitasking skills.

• Proficient in Microsoft Office Suite and other relevant software.

• Strong verbal and written communication abilities in Cantonese, English and Mandarin.

• Attention to detail and commitment to producing high-quality work.

• Ability to work independently and as part of a team.

• Discreet and trustworthy, with a strong sense of professionalism.

• Proactive and resourceful in problem-solving.

• Flexible and adaptable to changing priorities.