JOB CONTENT
Role Description and Purpose
Provision of administrative and secretarial support to Management Executives, Sales Heads and team members.
Build and maintain positive relationships with internal and external stakeholders.
Key Responsibilities
Manage diaries, arrange meetings and interviews, assist team heads on external conference/seminar registration, meeting desk preparation.
Screen email and ensure that the appropriate correspondences are passed to the relevant parties.
Coordinate and organize departmental meetings, and conference calls including agendas and minutes where required etc.
Liaise with travel agencies and service providers of the events. Make travel arrangements for the team and prepare expenses claims for Team Heads.
Manage and maintain departmental e-files and monitor annual leave/ remote working schedule of relevant departments.
Coordinate with other secretaries to perform departmental and shared administration roles including ordering of stationery and equipment, liaison with Admin dept, etc.
Provide administrative support to the concerned department team members (prepare, file, and track all business-concerned expenses, gifts and ensuring all policies are complied) .
Assist in the on-boarding of new joiners, such as preparing new joiner orientation agenda.
Back-up for other secretaries as required.
Key Internal / External Relationships
Internal: respective team heads and members, secretaries
External: vendor/ services provider
Role Requirements
Essential Qualifications & Experience
Bachelor degree holder
Minimum 5 years’ proven experience as an Executive/Team Secretary with a sizeable International Financial Services companies.
Exposure to Asset Management environment will be a plus.
Seeking a sharp, pro-active, highly organised, internationally-minded and tech-savvy (digital tools as ZOOM, Teams, Sharepoint).
Excellent command of the English and Mandarin language and communication skills (written and oral)
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