SECRETARY

JOB DESCRIPTIONS:
1. Meeting Coordination & Management
-Schedule, coordinate, and organize internal and external meetings for the CBO.
-Prepare and distribute meeting agendas, presentation materials, and relevant documents in advance.
-Attend meetings to record detailed and accurate meeting minutes.
-Summarize key discussion points, decisions made, and clearly list action items for each department or manager.
-Monitor and follow up on progress of action items, ensuring timely completion.

2. Task & Follow-Up Management
-Maintain an updated list of ongoing departmental and staff tasks related to CBO directives.
-Regularly remind and follow up with team members on pending actions.
-Track task completion status and provide periodic updates to the CBO.

3. Administrative Support
-Manage the CBO’s calendar, appointments, travel arrangements, and daily schedule.
-Handle confidential information with discretion.
-Draft, review, and manage correspondence, reports, and documents on behalf of the CBO.
-Oversee and prioritize the CBO’s email inbox, filtering important emails and highlighting urgent matters.
-Liaise with internal departments and external stakeholders on behalf of the CBO.

4. Reporting & Analysis
-Assist in preparing weekly, monthly, and ad-hoc reports as required by the CBO.
-Coordinate with relevant departments to collect and consolidate data.
-Ensure reports are accurate, concise, and delivered within deadlines.

5. General Office Support
-Perform administrative tasks related to the CBO’s office (filing, record keeping, document management, etc.).
-Support the CBO in any other ad-hoc assignments or special projects.

REQUIREMENTS:
Education:
-High school diploma or equivalent (required)
-Associate’s or bachelor’s degree in business administration or a related field (preferred)

Experience:
-Proven experience as a secretary or administrative assistant (typically 1–3 years)
-Experience with office management systems and procedures
-Excellent written and verbal communication skills
-Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
-Strong organizational and time-management skills
-Attention to detail and problem-solving skills
-Ability to multitask and prioritize work

Professional Qualities:
-Discretion and confidentiality
-Professional demeanor and appearance
-Reliability and punctuality
-Ability to work independently and as part of a team

Additional (Optional) Requirements:
-PROFICIENCY IN READING AND WRITING MANDARIN IS A STRONG PLUS