Job Summary / ObjectiveShort Description

We are seeking a highly organized, proactive, and detail-oriented Executive Secretary/Assistant to provide comprehensive administrative and operational support to the Senior Executive Vice President. The ideal candidate will act as the primary point of contact for internal and external stakeholders, manage complex schedules, coordinate international travel, and ensure smooth day-to-day operations with high efficiency and confidentiality.

Role & Responsibility (R&R)

• Calendar & Meeting Management

  • Coordinate, schedule, and manage business appointments and meetings for the Vice Chairman and CEO.

  • Organize meetings, prepare agendas, and provide necessary facilitation and hospitality for visitors and stakeholders.

  • Prioritize and manage time-sensitive requests efficiently.

• Documentation & Correspondence

  • Screen, review, and verify all incoming and outgoing documents (internal and external) for signature, consideration, approval, or acknowledgment.

  • Categorize, prioritize, and summarize documents systematically before presenting them to executives.

  • Handle business correspondence, including drafting and replying to emails, letters, and memos to internal departments and external organizations.

  • Establish and maintain an efficient document control and filing system (both physical and digital).

• Travel Coordination

  • Arrange and manage comprehensive domestic and international travel logistics, including flights, accommodation, visas, and transportation for executives.

• Liaison & Communication

  • Serve as the key liaison officer coordinating with internal departments, external organizations, and overseas affiliates/subsidiaries.

  • Facilitate smooth communication and maintain positive professional relationships with all parties.

Qualifications

Qualifications & Requirements

• Education:

  • Bachelor’s degree in Secretarial Science, Business Administration, or any related field.

• Experience:

  • Minimum of 3 years of proven experience as an Executive Secretary, Coordinator, or in a related administrative role.

Skills & Competencies

• Language Skills:

  • English Language:

    • Good command of written and spoken English.

    • TOEIC score of 650 or above (or equivalent English proficiency test).

  • Chinese Language:

    • Ability to communicate effectively in Chinese.

    • HSK Level 4 to 6 certification is required.

• Professional Skills:

  • Coordination & Liaison Skills: Strong capability in coordinating effectively with various internal and external parties.

  • Computer Literacy: Proficient in Microsoft Office (Word, Excel, PowerPoint) and office management software.

  • Negotiation Skills: Ability to negotiate and resolve scheduling conflicts or business arrangements smoothly.

  • Customer Service & Hospitality: Excellent welcoming, greeting, and visitor-handling skills to ensure a positive corporate image.

• Interpersonal & Soft Skills:

  • Excellent interpersonal and communication skills with a strong service-minded attitude.

  • Highly approachable, positive attitude, and a strong team player.