Secretary (Team support & Secretarial support to Team Head)

We are seeking a highly organized and efficient individual to join the team as a Secretary. This role primarily involves providing secretarial support to the department head and administration support to the team.

Our client is a renowned group in Hong Kong with conglomerate business. They are looking for a Secretary who will be responsible for ensuring the smooth operation of the department and supporting the overall efficiency of the team.

About the Role:

Secretarial Support to Department Head:

• Manage the management's calendar, schedule appointments, and arrange meetings.
• Prepare agendas, documents, and presentations for meetings, ensuring timely distribution to participants.
• Take accurate meeting minutes and follow up on action items as needed.
• Screen phone calls, emails, and other correspondences, and prioritize messages for the department head's attention.
• Handle confidential and sensitive information with utmost discretion and maintain strict confidentiality.

Administrative Support to the Team:

• Provide administrative support to the team
• Maintain and update departmental files, records, and databases, ensuring accuracy and accessibility of information.
• Assist in organizing and coordinating departmental events, workshops, and conferences.
• Serve as a primary point of contact between the department head, team members, and external stakeholders.
• Coordinate and schedule departmental meetings, including preparing agendas, collating materials, and ensuring the availability of required resources.
• Assist with projects and assignments as assigned by the department head or team members.

About the Person

• Degree holder in any disciplines
• Proven experience as a secretary or administrative assistant, preferably in a corporate or professional setting.
• Proficient in using office software, including Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Excellent written and verbal communication skills.
• Detail-oriented and able to maintain accuracy in a fast-paced environment.
• Ability to work independently and collaboratively as part of a team.