The Executive Secretary supports the CFO and the various business functions under CFO to be effective in managing a broad scope of responsibilities and engaging extensively with a wide range of both internal and external stakeholders/partners.
The Executive Secretary will keep the CFO stay well-informed, appropriately engaged, and on time. The individual will also help monitor progress of key work streams, develop actions to promote team connectivity, and foster a professional, service oriented, effective and consistent image of the CFO and various business functions under CFO.

Responsibilities :

• Manage calendar and assist in planning appointments, board meetings, conferences etc.
• Optimize time management, communicate concerns and anticipate/resolve conflicts.
• Maintain CFO’s calendar agenda and assist in planning appointments, board meetings, conferences etc.
• Coordinate conferences/meetings and travel arrangements with other parties.
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Handle confidential documents ensuring they remain secure
• Handle administrative duties, such as document management, purchase order approvals, vacation record, time recording, travel and entertainment expenses reporting/reimbursement, business trip requests etc.
• Consistently and timely follow-up on items which require feedback from CFO.
• Help CFO manage the various business functions under CFO efficiently and effectively.
• Prepare agendas and meeting minutes for staff meetings. Monitor progress of key work streams. Where appropriate, prepare/consolidate work plans.
• Follow-up with specific team members on their work streams to anticipate upcoming meeting needs and timing. Identify inter-dependencies and gaps and share them with CFO and the leadership team.
• Act as a team ambassador and promote professional, service oriented, effective, and consistent interactions between various business functions under CFO and both internal and external stakeholders.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders

Basic Qualifications :

• Degree in business administration or relative field
• Proven experience as an executive or similar administrative role
• Effective at anticipating and tactfully resolving conflicts
• Enjoys working collaboratively with others and developing win/win solutions
• Highly self-motivated, resourceful, and planful
• Excellent organizational and time-management skills, ability to multi-task and prioritize work
• Proficient in Microsoft Office and Windows, including Outlook, Word, Excel and PowerPoint
• Knowledge in SAP would be an advantage
• Excellent in both written and verbal in English and Cantonese, Mandarin would be a plus