Job Content

Role Description and Purpose

• Provision of administrative and secretarial support to Management Executives, Sales Heads and team members.
• Build and maintain positive relationships with internal and external stakeholders.

Key Responsibilities

• Manage diaries, arrange meetings and interviews, assist team heads on external conference/seminar registration, meeting desk preparation.
• Screen email and ensure that the appropriate correspondences are passed to the relevant parties.
• Coordinate and organize departmental meetings, and conference calls including agendas and minutes where required etc.
• Liaise with travel agencies and service providers of the events. Make travel arrangements for the team and prepare expenses claims for Team Heads.
• Manage and maintain departmental e-files and monitor annual leave/ remote working schedule of relevant departments.
• Coordinate with other secretaries to perform departmental and shared administration roles including ordering of stationery and equipment, liaison with Admin dept, etc.
• Provide administrative support to the concerned department team members (prepare, file, and track all business-concerned expenses, gifts and ensuring all policies are complied) .
• Assist in the on-boarding of new joiners, such as preparing new joiner orientation agenda.
• Back-up for other secretaries as required.

Key Internal / External Relationships

• Internal: respective team heads and members, secretaries
• External: vendor/ services provider 

Role Requirements

Essential Qualifications & Experience

• Bachelor degree holder 
• Minimum 5 years’ proven experience as an Executive/Team Secretary with a sizeable International Financial Services companies.  
• Exposure to Asset Management environment will be a plus.
• Seeking a sharp, pro-active, highly organised, internationally-minded and tech-savvy (digital tools as ZOOM, Teams, Sharepoint). 
• Excellent command of the English and Mandarin language and communication skills (written and oral)