Executive Secretary

Manage Correspondence Including Business Correspondence

• Handle all phone calls, general information, queries, mails, reports, business documents and all confidential correspondences, highlighting and prioritizing urgent correspondence
• Direct correspondences and documents to the appropriate internal staff with instructions and/or suggestions for a suitable reply. Determines which correspondences can be handled by self and takes initiative in drafting responses for the Head’s approval.
• Reviews, proofreads and formats all business correspondence, recommendation papers, memos, letters, prepared for the Head’s approval / decision to ensure accuracy and completeness, as well as consistency to the Group / Business policy standards. Exercises good judgment in following up with staff to ensure deadlines are met on documents requiring approval. Manage Head’s Calendar and Business Events
• Manages and maintains the Head’s calendar, prioritize meetings according to the level of importance, coordinate full range of meeting and event arrangement, effectively.
• Organizes and attends meetings, takes minutes and produces meeting summaries, if required, and ensures that the Head is well prepared for the meetings (i.e. print relevant material, set up slides).
• Maintains and tracks Head’s business reports, submission papers, priority lists of projects, board memberships and other responsibilities. Provide Business Support
• Conducts research, compiles data, prepares and provides background information, meeting summaries, business related reports, briefing papers, presentations and other supporting documents in preparation for scheduled appointments, meetings, speaking engagements and to assist the Head’s in his / her decision-making process Admin
• Processes records and forms, requisitions for office supplies, and performs other administrative support procedures for effective office management
• Maintains effective records and administration
• Responsible for all office administration, administration of staff (non-clerical / driver, if any) and office maintenance
• Back-up and support to other Secretary/EA, if required
• All other adhoc projects / tasks / assignments