Senior Secretary

Job Summary

The job holder is to provide comprehensive executive assistance and administrative support to high-level executives across various departments. This includes managing schedules, coordinating meetings, preparing documentation, and ensuring effective communication with internal and external stakeholders. The job holder will play a critical role in facilitating the smooth operation of the executive office, enabling executives to focus on strategic priorities and decision-making.

The Job

You will:

• Manage and coordinate executive schedules, including appointments and travel arrangements, to optimize time management and efficiency.
• Organize and prepare meeting materials, including agendas, presentations, and minutes, ensuring all relevant documents are available in advance.
• Serve as a point of contact for internal and external communications, handling inquiries and managing correspondence effectively.
• Maintain a centralized filing system for confidential documents and ensure compliance with data privacy standards.
• Provide administrative support for departmental meetings, including logistics coordination and communication with participants.
• Assist with budget preparation and expense management, including processing claims and invoices.
• Support onboarding and offboarding processes for staff, including coordination of interviews and necessary documentation.
• Conduct general office duties, such as ordering supplies and maintaining office equipment, to ensure smooth operations.
• Liaise with various departments and external stakeholders to facilitate collaboration and information sharing.
• Handle sensitive information and documents with discretion, maintaining confidentiality at all times.
• Undertake additional duties as assigned by the executives.
• Collaborate with team members to enhance operational processes and improve overall efficiency within the division.

About You

You should have:

• Bachelor degree in Business Administration, Secretarial Studies, or related disciplines is preferred.
• A minimum of 8-12 years of solid experience in secretarial or administrative roles, ideally supporting senior executives in sizable organizations.

Terms of Employment

The level of appointment will be commensurate with qualifications and experience.

How to Apply

Please submit your resume with expected salary by clicking the Apply Now button.

We are an equal opportunity employer. Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and prospective employees relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.