Personal Secretary

Ocean Right Holdings Limited; American Samoa; On-site; USD 45,000 - 65,000; Full time

Job summary

Ocean Right Holdings Limited is seeking a highly organised Personal Secretary to provide dedicated secretarial and administrative support to a senior management team. This role will manage calendars, arrange meetings, travel itineraries and prepare materials with discretion and professionalism.

The ideal candidate has 5+ years in similar roles, strong MS Office skills, and fluent English and Chinese. You will liaise with departments and external advisers, handling confidential information with

Qualifications

• Diploma or degree in Secretarial Studies, Business Administration or a related discipline.
• At least 5 years of relevant experience as a Personal Secretary or similar role.
• Experience supporting senior management is advantageous.
• Excellent organisational, coordination and time management skills.
• Fluent in English and Chinese (Cantonese and Mandarin).
• Proficient in Microsoft Office including Word, Excel and PowerPoint.
• Strong interpersonal skills and the ability to communicate with people at all levels.
• Flexible, service-minded and able to respond to urgent requests.
• Able to work independently with discretion and integrity.

Responsibilities

• Manage the executive’s daily calendar, appointments and commitments.
• Arrange meetings, events and travel itineraries.
• Coordinate flights, accommodation, transport and travel logistics.
• Prepare correspondence, reports, presentations, briefing notes and meeting materials.
• Screen and manage calls, emails and other communications.
• Maintain accurate records, contact lists, files and confidential documents.
• Liaise with internal departments, business partners, clients and advisers.
• Attend meetings, take notes and follow up on outstanding matters.
• Handle expense claims, invoices and personal administrative matters.
• Manage multiple priorities and ensure deadlines are met.
• Perform ad hoc duties and personal errands as required.

Skills

Organisational skills

Reliability

Discretion

Interpersonal skills

Time management

Education

Diploma or degree in Secretarial Studies or Business Administration

Tools

Microsoft Office

Word

Excel

PowerPoint

Job description

We are seeking a highly organised, reliable and discreet Personal Secretary to provide dedicated secretarial and administrative support to a senior management staff.

Responsibilities

Manage the executive’s daily calendar, appointments and commitments.

Arrange business and personal meetings, events and travel itineraries.

Co-ordinate flights, accommodation, transportation and other travel logistics.

Prepare correspondence, reports, presentations, briefing notes and meeting materials.

Screen and manage incoming calls, emails and other communications in a timely and professional manner.

Maintain accurate records, contact lists, files and confidential documents.

Liaise with internal departments, business partners, clients and external advisers.

Attend meetings, take notes and follow up on outstanding matters.

Handle expense claims, invoices, household or personal administrative matters as required.

Manage multiple priorities and ensure that important tasks and deadlines are followed up properly.

Perform other ad hoc duties and personal errands assigned by the executive.

Requirements

Diploma or degree in Secretarial Studies, Business Administration or a related discipline.

At least 5 years of relevant experience as a Personal Secretary, Executive Secretary, Executive Assistant or in a similar role.

Previous experience supporting a senior management staff or business owner is an advantage.

Excellent organisational, co-ordination and time management skills.

Fluent in written and spoken English and Chinese (Cantonese and Mandarin).

Proficient in Microsoft Office including Word, Excel and PowerPoint.

Strong interpersonal skills and the ability to communicate effectively with people at all levels.

Flexible, service-minded and able to respond to urgent requests when required.

Able to work independently, exercise sound judgement and remain calm under pressure.

High level of integrity, confidentiality and discretion when handling sensitive business and personal information.

Willing to work outside normal office hours when necessary.