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.