We are seeking a highly organised, discreet, and proactive Executive Secretary / Personal Assistant to support the General Manager of a top-tier life insurance company. This role requires a professional individual with exceptional communication and administrative skills, capable of managing confidential information and providing high-level assistance in a fast-paced environment.
The successful candidate will be responsible for managing the General Manager's calendar, scheduling appointments and meetings, preparing reports and presentations, coordinating travel arrangements, and handling correspondence. You will act as the primary liaison between the General Manager and internal/external stakeholders, ensuring smooth communication and efficient use of time.
Key responsibilities include:
- Managing complex calendars, scheduling meetings, and resolving conflicts
- Organising and maintaining confidential files and records
- Preparing meeting agendas, minutes, presentations, and reports
- Handling travel and accommodation arrangements, including visas
- Managing expenses and processing reimbursements
- Coordinating with various departments to ensure timely follow-ups and execution of tasks
- Providing general administrative support such as ordering office supplies, handling mail, and screening telephone calls
Requirements:
- Higher Diploma or above in Business Administration or relevant discipline
- Prior experience in a similar role, preferably in the insurance or financial services industry
- Exceptional organisational and time management skills with a strong attention to detail
- Excellent verbal and written communication skills in English, Cantonese and Mandarin
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- Discreet, trustworthy, and capable of handling sensitive information with integrity
- Flexible, resourceful, and able to work independently under pressure
- Strong interpersonal skills with the ability to interact professionally with all levels of staff and external parties
