Junior Personal Assistant

Objective of Role:

To provide efficient secretarial and administrative support, ensuring smooth operations and effective communication within the organization. Responsibilities include managing schedules, coordinating events, handling correspondence, and assisting Directors/General Manager in various tasks.

Duties and Responsibilities:

• Coordinate meetings, conference calls, events, and appointments for Directors/General Manager. This includes making reservations and managing their calendars effectively.
  
• Act as a liaison between Directors/General Manager and internal/external stakeholders, facilitating communication and coordination as necessary.
  
• Arrange and organize meetings, ensuring all logistics are in place. Take minutes, follow up on actions, and communicate with relevant personnel.
  
• Provide full spectrum of personal assistant support by ensuring meetings are properly arranged and organised.
  
• Handle all correspondences, calls, minutes of meetings, taking messages, following up action, Private and Confidential assignments, run personal errands and other administrative tasks.
  
• Set reminders for important tasks, appointments, and deadlines, ensuring timely completion of assignments.
  
• Handle all duties with utmost discretion, maintaining high levels of confidentiality with sensitive information.
  
• Forward or replying emails and correspondences as necessary.
  
• Maintain effective filing and data storage systems, including emails, for easy retrieval of information.
  
• Ensure tasks assigned by the Directors/General Manager are met.
  
• Plan and organise Company events such as CNY, Annual Dinner, Company Incentive Trip and other festive activities (7th Month Prayer) with HR Dept.
  
• Prepare corporate gift for festivals such as Mid-Autumn Festival, Christmas and CNY, etc.
  
• Manage corporate and personal vehicles, including buying/selling, insurance renewal and road tax.
  
• Perform other duties as assigned by Directors/General Manager.
  

Travel Arrangements:

• Assist in arranging travel for Directors/General Manager, including booking air tickets, hotel accommodations, and handling other travel-related tasks.
  
• Arrange complex and detailed travel plans and itineraries.
  
• Take notes and minutes during meetings, ensuring accurate documentation and follow-up on action items.
  
• Perform any other administrative tasks as required by Directors/General Manager to support the smooth functioning of the organization.
  

Requirements:

• ‘A’ Level, Diploma / Degree in any discipline
  
• Minimum 2 years of experience in a similar role.
  
• Proficient in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
  
• Willingness to travel for business trips.
  
• Proficient in both English and Chinese, with the ability to read and write fluently in both languages.
  
• Ability to take accurate notes and prepare meeting minutes in both English and Chinese.
  
• Excellent communication skills, both verbal and written, with great interpersonal skills.
  
• Technologically savvy and resourceful.
  
• Strong time management, organizational, multitasking, and prioritization skills.
  
• Proactive and detail-oriented with problem-solving abilities.
  
• Demonstrated ability to engage employees at different levels.
  
• Team player with a commitment to maintaining professionalism, integrity, and discretion, particularly when handling confidential matters.