About the role
We are seeking a highly discreet, proactive, and exceptionally organized Senior Secretary to provide dedicated support to a senior executive. This unique role requires a dynamic individual who can seamlessly manage the complexities of a high-profile individual's life. The primary focus (80%) will be on sophisticated personal and family support, with a secondary component (20%) involving light executive office administration. The ideal candidate will be a trusted partner, demonstrating unwavering confidentiality, superb judgment, and the ability to anticipate needs.
Responsibilities:
Personal & Family Support (70%)
Act as the primary point of contact and manager for all household staff, including domestic helpers, drivers, chefs, and other personnel. Oversee day-to-day household operations to ensure smooth functioning.
Comprehensively manage complex family schedules, including children's school commitments, extracurricular activities, tutoring, and medical appointments.
Arrange intricate international and domestic travel itineraries for the principal and family, including flights, private jet/charter coordination, hotel accommodations, ground transportation, visas, and detailed activity planning.
Plan, organize, and execute a wide range of personal events, from intimate family gatherings and dinners to larger social functions. Responsibilities include vendor management, guest liaison, budgeting, and on-the-day coordination.
Handle confidential personal errands, gifts, and ad-hoc projects with the utmost discretion and efficiency.
Office Administration (30%)
Calendar & Communication Management:Manage the principal's professional calendar, schedule business meetings, and act as a gatekeeper for communication, screening calls and emails as directed.
Liaison & Correspondence:Serve as a key liaison between the principal's office and business contacts. Prepare and draft routine correspondence, reminders, and briefing notes.
Expense Management:Track and reconcile personal and business-related expenses, prepare expense reports, and manage petty cash for household and office needs.
Ad-hoc Support:Provide light administrative support for special projects as required.
Requirements:
Minimum of 8-10 years of experience as a Personal Assistant, Executive Assistant, or Senior Secretary, with a proven track record of supporting C-level executives or high-net-worth individuals.
Demonstrated experience inhousehold and family managementis essential.
Fluency in English and Cantonese is required; proficiency in Mandarin is highly preferred.
Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Personal Attributes & Skills
Must possess impeccable judgment and maintain absolute confidentiality in all matters.
Ability to think ahead, anticipate needs, and solve problems independently before they arise.
Superior organizational and time-management skills with the ability to prioritize multiple tasks seamlessly in a fast-paced environment.
Poised, professional, and calm under pressure, with a flexible and adaptable approach.
Excellent communication skills and the ability to build effective relationships with a diverse range of people, from household staff to senior business leaders.
A commitment to acting in the best interests of the principal and their family at all times.
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
Job Code: VN/65560
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