POSITION SUMMARY:
Perform routine secretarial and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.

PRIMARY RESPONSIBILITIES:

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports. Make copies of correspondence and other printed material.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Maintain scheduling and event calendars. Coordinate conferences and meetings.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters. Prepare and mail checks.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Take dictation in shorthand or by machine, and transcribe information.
• Conduct searches to find needed information, using such sources as the Internet.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Order and dispense supplies.
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

REQUIREMENTS:

• Diploma holder or above with formal secretarial training, degree holder is preferable
• Minimum 2 years of working experience in serving senior executives, preferable in sizable companies
• Proficiency in MS Office, Excel, PowerPoint, Word and Chinese word processing
• Good command of both written and spoken English, Cantonese and Putonghua
• Mature, self-motivated, detail-oriented and well-organized
• Strong sense of priority & confidentiality
• Able to work independently and under pressure