Administrative Secretary

About the role

This role provides comprehensive executive support and coordination across leadership meetings, visitors and customers, travel and expenses, operations, document management, events and communications, and office administration.

Key responsibilities

• Executive support: manage calendars, appointments and the GM's schedule; coordinate internal and external meetings; prepare correspondence, reports, presentations and briefing materials; screen and manage incoming communications; maintain confidential records and sensitive information; coordinate document approvals and executive filing.
• Leadership meetings: organize operational, management and business review meetings; prepare agendas and presentation materials; record and distribute minutes; track action items and follow up with department managers.
• Visitors and customers: arrange visits, meeting logistics, site tours and itineraries; support customer audits and management reviews.
• Travel and expenses: arrange domestic and international travel, flights, accommodation, transport and visas; process claims and maintain travel records and budgets.
• Operations: support weekly, monthly and quarterly management reviews; consolidate reports from Manufacturing, Engineering, Quality, Facilities, HR, Finance and Supply Chain; track operational KPIs.
• Document management: maintain executive documents, organization charts, contact lists and document repositories; ensure proper filing and retention.
• Events and communications: coordinate town halls, leadership meetings, workshops, recognition events and announcements.
• Office administration: manage office supplies and purchases, support budget tracking and invoices, book meeting rooms and provide general administrative support.

Required profile

• Diploma or degree in Business Administration, Office Management, Human Resources or a related discipline.
• Minimum 8 years of experience in administrative, executive assistant, secretarial or coordination roles supporting managers or senior leaders.
• Ability to communicate effectively with English- and Chinese-speaking stakeholders.
• High integrity, professionalism and ability to work independently while maintaining confidentiality.

Required skills

• Proficiency in Microsoft Office applications.
• Strong organizational, communication and stakeholder management skills.