Job Description
This position serves as a key support role for the Secretary General, focusing on administrative coordination and operational management. The candidate will be responsible for ensuring smooth execution of daily tasks, maintaining organized workflows, and facilitating effective communication between the Secretary General and other departments. The role requires a proactive approach to problem-solving, attention to detail, and the ability to manage multiple priorities simultaneously.
Key Responsibilities
- Coordinate and manage the Secretary General's daily itinerary, including scheduling meetings, appointments, and official events while ensuring alignment with organizational goals.
- Collect, analyze, organize, and archive business information through systematic data management processes, maintaining accurate records and identifying actionable insights.
- Assist in the reception of business visits by preparing briefing materials, coordinating logistics, and ensuring professional hospitality standards are met.
- Accompany the Secretary General on official outings and travel missions, providing real-time support and ensuring seamless travel arrangements.
- Arrange comprehensive travel itineraries for domestic and international trips, including transportation coordination, accommodation bookings, and itinerary adjustments as needed.
- Provide auxiliary administrative services to the department, such as document management, meeting minutes preparation, and interdepartmental communication facilitation.
- Act as a liaison between the Secretary General and external stakeholders, ensuring timely and accurate information exchange during official engagements.
- Maintain and update internal documentation systems, ensuring accessibility and compliance with data security protocols.
- Support the Secretary General in crisis management scenarios by preparing contingency plans and coordinating emergency response efforts.
- Conduct regular performance reviews of administrative processes to identify areas for improvement and implement efficiency-enhancing solutions.
Job Requirements
- Minimum of a bachelor's degree in business administration, public relations, or a related field with 3+ years of experience in executive support roles.
- Excellent organizational skills with proven ability to manage complex schedules and prioritize tasks effectively in high-pressure environments.
- Proficiency in data analysis tools (e.g., Excel, Google Sheets) and document management software, along with strong attention to detail in record-keeping.
- Fluent in English and at least one additional language (e.g., Mandarin, Spanish) for international communication and documentation needs.
- Strong interpersonal skills with demonstrated ability to interact professionally with diverse stakeholders, including government officials and corporate partners.
- Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
- Experience with travel coordination systems and knowledge of international travel protocols, including visa processes and customs regulations.
- Excellent written and verbal communication skills, with ability to draft formal correspondence and present information clearly to senior management.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools for document creation and collaboration.
- Ability to work independently with minimal supervision while maintaining strong teamwork capabilities across departments.
- Knowledge of office management best practices and ability to implement process improvements for operational efficiency.
- Strong problem-solving skills with ability to address unexpected challenges during meetings, visits, or travel arrangements.
- Experience with event planning and coordination, including venue selection, catering arrangements, and logistics management for high-profile events.
- Ability to maintain accurate records of all administrative activities and ensure compliance with organizational policies and procedures.
- Proficient in using digital calendar systems (e.g., Outlook, Google Calendar) for scheduling and time management across multiple time zones.
