Executive Secretary

Prada Group; Hong Kong; On-site; HKD 180,000 - 300,000; Full time

Job summary

Prada Group is seeking a detail-oriented secretary to support the Regional Director, Asia, and to oversee regional office administration in Hong Kong. The role involves arranging international and domestic travel, preparing expense reports, drafting correspondence, and coordinating meetings and minutes.

You will also supervise reception and daily operations, manage travel budgets, and liaise with communications, HR, and subsidiaries across Asia Pacific to ensure policy compliance and efficient

Qualifications

• Experience providing secretarial support to executives.
• Coordinate travel arrangements and prepare expense reports.
• Organize meetings, agendas and minutes.

Responsibilities

• Organize travel for the Regional Director, Asia and assigned departments.
• Prepare travel expenses report and ensure compliance of travel policy.
• Prepare correspondence, presentation and report for the Regional Director, Asia; organize filing in an efficient manner.
• Organize meetings and appointments for the Regional Director, Asia, prepare/co-ordinate agenda and take minutes as required.
• Co-ordinate with Communications Department all sponsorship requests.
• Administer leave application for managers and some assigned departments.
• Prepare travel budget for assigned departments.
• Screen documents that need attention/signature from the Regional Director, Asia and prioritize accordingly.
• Any other duties as assigned from time to time
• Supervise Receptionist to ensure that the reception area is clean and tidy and upto our corporate standard
• Supervise Amah to ensure that the daily operation is running smoothly
• Organise travel for assigned departments, ensure compliance of travel policy by all travel co-ordinators. Monitor and evaluate the performance of appointed travel agent and ensure the travel cost is competitive with the markets
• Co-ordinate with subsidiaries in the Asia Pacific region to ensure that all communication are handled properly and in compliance with group standard
• Compilation and distribution of internal and external communications, which relate to all general secretarial subjects
• Maintain and update the worldwide telephone and fax numbers in frequent usage by the Asia Pacific Region
• Provide administrative service to the company, select service vendors, monitor the cost and performance, co-ordinating printing of office stationery and name cards
• Co-ordinate for any office equipment maintenance; responsible for obtaining quotation, preparing comparison on cost and features for any office equipment purchase and make proposal for approval

Skills

Organizational skills

Travel coordination

Executive support

Job description

Founded in 1913 in Italy, the Prada Group was built on a tradition of excellence and with a vision of innovation. The Group, a world leader in the luxury sector, operates in more than 45 countries with the PRADA, Miu Miu, Versace, Church's, Car Shoe and Luna Rossa brands, and has employees of over 100 nationalities.

Secretarial support to Regional Director, Asia

• Organize travel for the Regional Director, Asia and assigned departments.
• Prepare travel expenses report and ensure compliance of travel policy.
• Prepare correspondence, presentation and report for the Regional Director, Asia; organize filing in an efficient manner.
• Organize meetings and appointments for the Regional Director, Asia, prepare/co-ordinate agenda and take minutes as required.
• Co-ordinate with Communications Department all sponsorship requests.
• Administer leave application for managers and some assigned departments.
• Prepare travel budget for assigned departments.
• Screen documents that need attention/signature from the Regional Director, Asia and prioritize accordingly.
• Any other duties as assigned from time to time

Office Administration Management

• Supervise Receptionist to ensure that the reception area is clean and tidy and upto our corporate standard
• Supervise Amah to ensure that the daily operation is running smoothly
• Organise travel for assigned departments, ensure compliance of travel policy by all travel co-ordinators. Monitor and evaluate the performance of appointed travel agent and ensure the travel cost is competitive with the markets
• Co-ordinate with subsidiaries in the Asia Pacific region to ensure that all communication are handled properly and in compliance with group standard
• Compilation and distribution of internal and external communications, which relate to all general secretarial subjects
• Maintain and update the worldwide telephone and fax numbers in frequent usage by the Asia Pacific Region
• Provide administrative service to the company, select service vendors, monitor the cost and performance, co-ordinating printing of office stationery and name cards
• Co-ordinate for any office equipment maintenance; responsible for obtaining quotation, preparing comparison on cost and features for any office equipment purchase and make proposal for approval

Joining our Company means working in a creative and international environment, with teams of people motivated by curiosity and the quest for excellence. The engine of our success is the importance and value that we place on the talent and passion of our people leading to their own professional growth.

Prada Group promotes an inclusive work environment, ensuring equal opportunities for all candidates, regardless of gender, ethnicity, sexual orientation, disability, or other personal characteristics. We believe that diversity is a value and we are committed to build a fair and respectful workplace for all.