(HQ) Executive Secretary

Provide comprehensive, high-level administrative and secretarial support to the CEO and CFO, ensuring the efficient management of their professional and personal schedules, communications, and travel. Serve as a trusted point of coordination between the executives, internal teams, and external parties, while upholding the highest standards of confidentiality, discretion, and professionalism in all matters.

KEY RESPONSIBILITIES

Executive Support: 

• Manage professional and personal scheduling for the CEO and CFO, including agendas, mail/email, calls, travel arrangements, and calendar management to ensure operational efficiency.

Liaison Management: 

• Act as the primary liaison between the leadership team, staff, and office building management, providing information and responding to requests professionally.

Travel Coordination: 

• Manage, coordinate, and arrange travel and travel-related activities, including hotel booking, transportation, and meal coordination.

Administrative Support: 

• Perform office support, such as typing, spreadsheet creation, maintenance of filing systems, and contact database management.

Confidentiality:

• Maintain professionalism and strict confidentiality with all materials, handle confidential personal matters for the executives with the utmost discretion, and exercise sound judgment when interfacing with the business.

Communication & Events:

• Organize team communications and provide support for internal or offsite events as needed during the contract period.

ESSENTIAL JOB QUALIFICATIONS

Education/Technical Skills

• University graduate or above with major in General/Administration/English
  

Knowledge/Work Experience

• 3 to 5 years of experience in administrative role reporting directly to upper management
• Proven administrative experience
• Good written and verbal communication skills in English and Chinese
• Strong time-management skills and the ability to organize and prioritize multiple schedules simultaneously
• Proficiency in Microsoft Office (Power point, Excel, Outlook)

Key Behavioral Competencies

• Candidate should be highly motivated, efficient, able to work independently in a small team environment
• Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge