The General Manager's Secretary plays a crucial role in supporting the General Manager by managing daily administrative tasks and ensuring the seamless operation of the office. This position requires exceptional communication, organizational, and confidentiality skills to enhance the efficiency of the General Manager’s workflow and the overall office environment.
Administrative Support:
- Coordinate and manage the General Manager’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Receive, organize, and file various documents, ensuring the accuracy and completeness of materials required by the General Manager.
- Handle correspondence, emails, and phone calls on behalf of the General Manager, filtering and prioritizing information for timely response.
- Draft, edit, and proofread documents, reports, and meeting minutes as requested by the General Manager, ensuring high standards of professionalism and accuracy.
Meeting and Event Coordination:
- Organize and oversee high-level meetings, management meetings, and significant company events.
- Prepare meeting agendas, materials, and notifications, and record minutes, ensuring follow-up on action items and resolutions.
External Communication and Liaison:
- Represent the General Manager in communications with internal and external stakeholders, ensuring effective and accurate information exchange.
- Arrange client meetings and external events for the General Manager and manage the reception of visitors.
Document and Archive Management:
- Maintain and secure important documents and archives related to the General Manager, ensuring confidentiality and data protection.
- Assist in reviewing company documents to ensure compliance with legal and regulatory standards.
Coordination and Supervision:
- Support the General Manager in monitoring and following up on major projects to ensure adherence to deadlines and objectives.
- Facilitate communication and coordination across departments to promote efficient and smooth company operations.
Financial and Budgetary Support:
- Assist with the processing of expense reimbursements and other financial transactions for the General Manager, ensuring adherence to financial policies.
- Oversee the budget and daily expenses for the General Manager’s office, ensuring financial transparency and accuracy.
Human Resources Support:
- Assist with the recruitment, performance evaluations, and other HR-related tasks for senior staff members.
- Coordinate important meetings and training sessions involving the General Manager.
Additional Duties:
- Perform any other tasks assigned by the General Manager as needed.
- Assist in managing company emergencies or unexpected situations to ensure effective crisis resolution.
Qualifications:
- Bachelor’s degree or higher in Administration, Secretarial Studies, Business Management, or a related field.
- Minimum of 3-5 years of experience in a secretarial or administrative assistant role; U.S. work experience is required.
- Fluency in both Chinese and English; experience in Hong Kong, Taiwan, or the U.S. is advantageous.
- Proficiency in office software with excellent skills in document handling and file management.
- Demonstrated exceptional communication, coordination, and teamwork skills.
- Strong commitment to confidentiality, responsibility, and ethical standards.
- Ability to thrive in a fast-paced environment and handle high-pressure situations effectively.
