Personal Assistant

Job description:

The Personal Assistant will provide business support and secretarial and administrative support to Directorate Office. Duties include:

a) Preparing and editing documents in both English and Chinese with accuracy and efficiency

b) Screening, prioritizing, and routing incoming documents, files, and correspondence, and Promptly alerting Directorate officers to matters requiring attention

c) Managing emails, documents, and presentation materials for Directorate officers. Tasks include preparing PowerPoint slides, printing, filing, tracking progress, disseminating materials to relevant officers, and issuing deadline reminders, etc.

d) Providing comprehensive administrative assistance, including updating reference materials, drafting routine correspondence, coordinating interdepartmental workflows, processing reimbursements, compiling returns, and conducting targeted research to support strategic initiatives

e) Performing general office duties such as obtaining quotations, booking air tickets, and handling claims and allowances for Directorate officers, etc.

f) Receiving visitors and maintaining professional communication with contacts of Directorate officers

g) Addressing general enquiries and managing complaints with discretion and professionalism

h) Maintaining the diaries of Directorate officers, arranging meetings, functions, and appointments, coordinating transport and venue bookings, and preparing relevant briefs and folders

i) Attending meetings to take minutes, recording action items and follow-up action items and

j) performing any other duties as assigned by senior officers.

Requirements:

The Personal Assistant must possess the following qualifications and working experience:

a) a minimum of 7 years full-time work experience in business support, secretarial and administrative roles, preferably supporting senior executives or directors in Commercial sector

b) Level 2 or equivalent (Note 1) or above in five subjects in the Hong Kong Diploma of Secondary Education Examination (HKDSEE) (Note 2), or equivalent or (ii) Grade E or above in five subjects in the Hong Kong Certificate of Education Examination (HKCEE) (Note 2) or equivalent

c) Met the language proficiency requirement of Level 3 or above in English Language (Syllabus B before 2007) and Chinese Language in the Hong Kong Certificate of Education Examination (HKCEE) or the Hong Kong Diploma of Secondary Education Examination (HKDSEE) or equivalent (Note 3)

d) excellent interpersonal and communication skills with good command of both written and spoken English and Chinese (Cantonese and Putonghua)

e) attention to detail and accuracy in managing documents, correspondence and scheduling

f) sensitiveness to maintain confidentiality of information and handling sensitive information with discretion

g) proficient in the application of common business software such as MS Word, MS PowerPoint, MS Excel and MS Outlook, etc and

h) Candidates must be permanent residents of the Hong Kong Special Administrative Region at the time of appointment.

Notes

1. Attained in Applied Learning subjects (subject to a maximum of two Applied Learning subjects), and Grade E in Other Language subjects in the HKDSEE are accepted as equivalent to Level 2 in the New Senior Secondary subjects in the HKDSEE.

2. The subjects may include Chinese Language and English Language.

3. Grade C in Chinese Language and English Language (Syllabus B) in the HKCEE before 2007 are accepted administratively as comparable to Level 3 respectively in Chinese Language and English Language in the 2007 HKCEE and henceforth.