Personal Assistant

This role requires a proactive and adaptable individual who can anticipate the Directors' needs and ensure a seamless workflow.

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