Chinese Speaking Secretary

Full job description:

As a General Secretary, provides high-level administrative support to the Top Management, managing their complex calendar, coordinating travel arrangements, handling confidential communications, preparing reports, and acting as a primary point of contact for internal and external stakeholders, requiring exceptional organizational, communication, and discretion skills to anticipate and efficiently manage the Top Management’s needs and priorities.

Key Responsibilities:

Calendar Management: Proactively manage the Top Management’s calendar, scheduling meetings, appointments, and prioritizing urgent matters with internal and external parties.

Communication Management: Screen and prioritize incoming calls, emails, and correspondence, drafting responses on behalf of the Top Management when appropriate.

Travel Coordination: Arrange complex travel itineraries, including booking flights, accommodations, and ground transportation, while managing necessary logistics.

Meeting Preparation: Prepare meeting agendas, gather relevant materials, and take detailed minutes for key meetings.

Document Management: Organize and maintain confidential documents, files, and records related to the Top Management's activities.

Project Support: Assist with special projects as assigned by the Top Management, including research, data analysis, and presentation preparation.

Executive Liaison: Act as a primary contact point for senior executives, board members, key clients, and external stakeholders.

Expense Reporting: Process and track Top Management's expenses, ensuring compliance with company policies.

Confidentiality: Maintain strict confidentiality regarding sensitive information related to the Top Management's activities and business operations.

Required Skills and Qualifications:

Exceptional Organizational Skills: Ability to manage multiple priorities, deadlines, and complex schedules with meticulous attention to detail.

Strong Communication Skills: Excellent written and verbal communication skills to effectively interact with diverse individuals at all levels.

Proficiency in Technology: Expertise in Microsoft Office Suite, calendar management tools, and other relevant software.

Discretion and Confidentiality: Ability to handle highly sensitive information with utmost discretion.

Anticipatory Thinking: Proactive approach to identifying potential issues and anticipating the Top Management's needs.

Professionalism and Courtesy: Maintains a positive and professional demeanor in all interactions.