Personal Assistant

JOB DESCRIPTION

Provide comprehensive administrative support to the Director of the organization. This role is crucial in ensuring the smooth operation of the Director's office and the efficient management of daily activities.

Key Responsibilities

• Documentation: Prepare reports and presentations, manage correspondence, and efficiently organize and maintain files and documents.

• Meetings: Assist in coordinating meetings, preparing agendas, taking meeting minutes, documenting action items, and ensuring timely follow-up on agreed actions.

• Scheduling: Manage and maintain the Director's schedule, coordinate appointments and meetings, track the progress of inquiries and pending matters, and prioritize tasks effectively.

• Personal Assistance: Manage and coordinate personal errands and other activities as requested by the Director.

• Research: Conduct research and gather relevant information to support the Director in decision-making and business activities.

• Confidentiality: Handle confidential and sensitive information with the highest level of discretion, integrity, and professionalism.

• Coordination: Liaise with internal departments and external parties on behalf of the Director and ensure effective communication and follow-up.

Job Requirements

• Bachelor's degree or equivalent qualification.

• Proven experience as a Secretary, Executive Assistant, Personal Assistant, or in a similar administrative role is preferred.

• Excellent time management, communication, organizational, and coordination skills.

• Fluent in English and Mandarin, both written and spoken.

• Strong calendar and schedule management skills.

• Strong research and information-gathering abilities.

• Ability to work effectively under pressure and meet tight deadlines while maintaining discretion and confidentiality.

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant business tools.

• High attention to detail and accuracy in all tasks.

• Proactive, adaptable, and goal-oriented, with the ability to work independently as well as collaboratively within a team.

• Strong interpersonal skills and a professional attitude.

• Willingness to handle confidential matters and occasional personal errands as required by the Director.