We are seeking a dedicated, highly organized, reliable and effective Personal Assistant to provide comprehensive administrative support to our Directors. The ideal candidate will excel in managing multiple tasks, maintaining confidentiality, and possessing exceptional communication skills. This role requires a proactive and adaptable individual who can anticipate the Directors' needs and ensure a seamless workflow.
As a Personal Assistant, your primary responsibility will involve delivering exceptional and prompt guidance and assistance to the Directors regarding various aspects of office administration, scheduling, and the successful completion of designated tasks. You must have exceptional time management skills.
Responsibilities:
- Responsible for the full spectrum of the administrative functions which includes but not limited to secretarial, human resource and office administration
- Provide full secretarial and administrative support to the Directors and be familiar with the Directors’ agenda, requests and working styles
- Screen and prioritize emails, correspondence and phone calls, responding on behalf of the Directors when necessary
- Prepare and edit documents, presentations and reports, maintaining a high level of accuracy and attention to details
- Manage Directors’ calendar, appointments and meetings, ensuring effective time management and coordination
- Assist in organizing meetings including logistical arrangements and material preparation
- Manage Directors’ travel arrangements including flights, accommodation and itineraries, taking accountability to plan and schedule arrangements in an appropriate and efficient manner, while considering cost-effective options
- Assist Directors on detailed and close following-up on outstanding matters
- Assist Directors to take minutes and follow-up
- Conduct research, gather data and compile information for various projects and presentations
- Handles and file expense claims for the Directors and keeps track and collate all expense claims for required reporting purposes
- Assist in managing cash flow, expenses, invoices and financial documentation, ensuring accuracy and adherence to company policies
- Act as a liaison between the Director and other departments and external parties
- Maintain confidential and sensitive information, exercising discretion and professionalism at all times
- Handle personal errands and tasks as directed by the Directors
- Other ad-hoc matters as assigned
Requirements:
- Minimum Diploma in Business Administration or relevant discipline
- Proven experience as a Personal Assistant or in a similar role supporting high-level executives
- Bilingual (English / Chinese) with strong written and verbal communication skills, including the ability to draft professional correspondence and communication
- Tech-savvy and proficiency in Microsoft Office applications and other relevant software
- Excellent problem-solving skills and the capacity to anticipate the needs of the Directors
- Hardworking with high initiative and willing to take on new challenges
- Exceptional organizational and planning skills, detail-oriented with impeccable multi-tasking abilities to prioritize tasks effectively in a fast-paced environment
- Ability to work independently and as part of a team, taking initiative and demonstrating a proactive attitude
- Flexibility to adapt to changing priorities and requirements
