Team Secretary

Charlotte Frank; Hong Kong; On-site; HKD 312,000 - 513,000; Full time

Job summary

Charlotte Frank is seeking a highly organized Team Secretary to provide comprehensive administrative and secretarial support to 3–4 senior executives. The role demands meticulous diary management, travel coordination, and professional handling of confidential information.

The successful candidate will be fluent in English and Chinese (Cantonese and Mandarin), with strong MS Office skills and a proactive, collaborative approach. Prior experience in professional services is preferred.

Qualifications

• Diploma or above in Business Administration, Secretarial Studies, or related discipline.
• 5–8 years of relevant experience as a team secretary, executive assistant, or similar role.
• Experience supporting multiple senior executives is highly preferred.

Responsibilities

• Provide full-spectrum secretarial and administrative support to 3–4 senior executives, including calendar management, meeting coordination, and travel arrangements
• Manage complex and fluid diaries, scheduling internal and external meetings across different time zones
• Coordinate and prepare meeting materials, agendas, presentations, and minutes
• Screen and handle incoming calls, emails, and correspondence with professionalism and discretion
• Maintain organized filing systems (both digital and physical) and ensure timely document retrieval
• Arrange domestic and international travel itineraries, including flights, accommodation, visa applications, and ground transportation
• Prepare detailed travel schedules and handle last-minute changes efficiently
• Process travel expense claims and track reimbursements
• Coordinate logistics for team meetings, off‑sites, conferences, and client events
• Liaise with internal departments and external vendors for venue sourcing, catering, and AV setup
• Assist with onboarding and offboarding logistics for team member
• Serve as a primary point of contact between the team and internal/external stakeholders
• Draft, proofread, and format correspondence, reports, and presentations
• Maintain strong working relationships with clients, partners, and colleagues
• Monitor and manage office supplies and equipment for the team
• Assist with ad‑hoc projects and administrative tasks as assigned
• Support other team members during peak periods or staff absences

Skills

Organizational skills

Time management

English/Chinese communication

MS Office

Discretion

Proactive

Interpersonal

Multitasking

Education

Diploma or higher

Tools

MS Office

Job description

Our client is seeking a highly organized, proactive, and detail-oriented Team Secretary to provide comprehensive administrative and secretarial support to a team of 3 - 4 senior executives. The ideal candidate will be a self-starter with excellent communication skills, strong time-management abilities, and the capacity to handle multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide full-spectrum secretarial and administrative support to 3–4 senior executives, including calendar management, meeting coordination, and travel arrangements
• Manage complex and fluid diaries, scheduling internal and external meetings across different time zones
• Coordinate and prepare meeting materials, agendas, presentations, and minutes
• Screen and handle incoming calls, emails, and correspondence with professionalism and discretion
• Maintain organized filing systems (both digital and physical) and ensure timely document retrieval

Travel & Logistics Coordination

• Arrange domestic and international travel itineraries, including flights, accommodation, visa applications, and ground transportation
• Prepare detailed travel schedules and handle last-minute changes efficiently
• Process travel expense claims and track reimbursements

Event & Meeting Support

• Coordinate logistics for team meetings, off‑sites, conferences, and client events
• Liaise with internal departments and external vendors for venue sourcing, catering, and AV setup
• Assist with onboarding and offboarding logistics for team member
• Serve as a primary point of contact between the team and internal/external stakeholders
• Draft, proofread, and format correspondence, reports, and presentations
• Maintain strong working relationships with clients, partners, and colleagues

General Office Support

• Monitor and manage office supplies and equipment for the team
• Assist with ad‑hoc projects and administrative tasks as assigned
• Support other team members during peak periods or staff absences

Qualifications & Requirements

Education & Experience

• Diploma or above in Business Administration, Secretarial Studies, or related discipline
• Minimum 5–8 years of relevant experience as a team secretary, executive assistant, or similar role, preferably in a professional services, financial, or corporate environment
• Experience supporting multiple senior executives is highly preferred

• Excellent organizational and time-management skills – ability to prioritize tasks and meet deadlines
• Strong written and verbal communication skills in English and Chinese (Cantonese and Mandarin)
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office tools
• High level of discretion and confidentiality – able to handle sensitive information with integrity
• Proactive and resourceful – able to anticipate needs and work independently
• Strong interpersonal skills – able to interact professionally with all levels of staff and external parties