About the role
Our client is seeking a highly organized, proactive, and detail-oriented Team Secretary to provide comprehensive administrative and secretarial support to a team of 3 - 4 senior executives. The ideal candidate will be a self-starter with excellent communication skills, strong time-management abilities, and the capacity to handle multiple priorities in a fast-paced environment.
Key Responsibilities
Executive & Administrative Support
Provide full-spectrum secretarial and administrative support to 3–4 senior executives, including calendar management, meeting coordination, and travel arrangements
Manage complex and fluid diaries, scheduling internal and external meetings across different time zones
Coordinate and prepare meeting materials, agendas, presentations, and minutes
Screen and handle incoming calls, emails, and correspondence with professionalism and discretion
Maintain organized filing systems (both digital and physical) and ensure timely document retrieval
Travel & Logistics Coordination
Arrange domestic and international travel itineraries, including flights, accommodation, visa applications, and ground transportation
Prepare detailed travel schedules and handle last-minute changes efficiently
Process travel expense claims and track reimbursements
Event & Meeting Support
Coordinate logistics for team meetings, off-sites, conferences, and client events
Liaise with internal departments and external vendors for venue sourcing, catering, and AV setup
Assist with onboarding and offboarding logistics for team member
Communication & Liaison
Serve as a primary point of contact between the team and internal/external stakeholders
Draft, proofread, and format correspondence, reports, and presentations
Maintain strong working relationships with clients, partners, and colleagues
General Office Support
Monitor and manage office supplies and equipment for the team
Assist with ad-hoc projects and administrative tasks as assigned
Support other team members during peak periods or staff absences
Qualifications & Requirements
Education & Experience
Diploma or above in Business Administration, Secretarial Studies, or related discipline
Minimum 5–8 years of relevant experience as a team secretary, executive assistant, or similar role, preferably in a professional services, financial, or corporate environment
Experience supporting multiple senior executives is highly preferred
Skills & Competencies
Excellent organizational and time-management skills – ability to prioritize tasks and meet deadlines
Strong written and verbal communication skills in English and Chinese (Cantonese and Mandarin)
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools
High level of discretion and confidentiality – able to handle sensitive information with integrity
Proactive and resourceful – able to anticipate needs and work independently
Strong interpersonal skills – able to interact professionally with all levels of staff and external parties
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
(Job Code: VN/80435)
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