Corporate Services Assistant

Jobtailor; Hong Kong; On-site; HKD 180,000 - 320,000; Full time

Job summary

Jobtailor is seeking a detail-oriented Corporate Secretarial Assistant to support day-to-day administration for a portfolio of companies and partnerships in Hong Kong.

You will draft and file corporate documents with government agencies, interpret board resolutions, maintain registers and internal databases, and ensure confidentiality while meeting tight deadlines. Strong Chinese and English communication skills are essential, with Putonghua preferred.

Qualifications

• Must hold an undergraduate degree.
• 1–2 years' experience in a company secretarial position; fresh graduates considered.
• Excellent written and oral Chinese and English; Putonghua preferred.
• Knowledge in ViewPoint is an advantage.
• Highly organized with strong attention to detail and confidentiality.

Responsibilities

• Handle day-to-day correspondence and admin matters for portfolio of companies and partnerships.
• Prepare and file corporate documents with government agencies as required.
• Interpret board and shareholder resolutions and update corporate records.
• Maintain internal databases and document management system with accuracy.

Skills

Highly organized

Multi-tasking

Interpersonal skills

Reliability

Teamwork

Education

Undergraduate degree

Tools

ViewPoint

Job description

Responsibilities

• To deal with day to day correspondence and administrative matters from Team Managers, Corporate Services Executives and Administrators relating to the team's portfolio of companies and partnerships, originating responses and updating and providing registers and documents as required
• To prepare and file corporate documents with government agencies as requested and on behalf of the team
• To interpret board and shareholder resolutions and agreements and update the corporate records accordingly
• To assist with maintaining internal databases and systems including ViewPoint
• To assist with the scanning and saving of documents to the document management system, ensure that all relevant client documents are saved following document naming conventions and in accordance with company policy
• Other tasks as may be requested from time to time
• After gaining experience, be offered with opportunity to deal with day to day correspondence and administrative matters from attorneys, clients and external service providers relating to the assigned portfolio (the 'Portfolio') of companies and partnerships

Requirements

• The individual must hold an undergraduate degree
• A minimum of 1-2 years' experience in company secretarial position gained from professional firms is preferred. Fresh graduates will be considered.
• Excellent written and oral communications skills in Chinese & English are essential, fluency in Putonghua is preferred
• Knowledge in Viewpoint is an advantage
• Individual must be highly organized and detail oriented, with strong administrative skills and the ability to multi-task
• The ability to operate with strictest of confidentiality
• Reliability essential
• Fast paced approach
• Ability to work in a team
• Excellent interpersonal skills
• Ability to meet strict deadlines and operate on their own initiative.

Core Competencies

Demonstrates strong organizational and administrative capabilities, with proficiency in managing corporate documents and maintaining internal databases. Excellent communication skills in Chinese and English, with a focus on confidentiality and reliability in handling sensitive information.

Highest-signal resume keywords

• Company Secretarial Experience
• Excellent Written And Oral Communication Skills
• Knowledge In ViewPoint
• Strong Administrative Skills
• Detail Oriented

ATS Optimization Keywords

Hard Skills

• Corporate Document Preparation
• Document Management
• Database Maintenance
• Board Resolution Interpretation
• File Management

Soft Skills

• Highly Organized
• Ability To Multi-Task
• Interpersonal Skills
• Reliability
• Ability To Work In A Team

Certifications & Qualifications

• Undergraduate Degree

Industry Keywords

• Corporate Services
• Confidentiality
• Administrative Matters
• Portfolio Management
• Client Documentation

Tools & Technologies

• ViewPoint