Secretary

Position Summary

Perform routine secretarial and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, or providing information to callers.  

Primary Responsibility

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. 
• Arrange conferences, meetings, and travel reservations for office personnel. 
• Compose, type, and distribute meeting notes, routine correspondence, and reports. Make copies of correspondence and other printed material. 
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs. 
• Maintain scheduling and event calendars. Coordinate conferences and meetings. 
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters. Prepare and mail checks. 
• Schedule and confirm appointments for clients, customers, or supervisors. 
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material. 
• Take dictation in shorthand or by machine, and transcribe information. 
• Conduct searches to find needed information, using such sources as the Internet. 
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations. 
• Order and dispense supplies. 
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions. 
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Requirements

• High school graduate, preferably a degree holder in relevant discipline.
• Minimum of 3 years secretarial and clerical experience for senior leadership in sizeable company.
• Good command of spoken and written English and Chinese.
• Possess good interpersonal and communication skills.
• Proficient in MS Excel, Word and Chinese word processing.