Executive Secretary (managing director)OVE ARUP AND PARTNERS HONG KONG LIMITED (Philippines Branch)

Provide overall support to the Managing Director across all activities both at a local and regional level. This person will ensure effective management of the day-to-day activities of the office of the Managing director and must also consistently exhibit performance and behaviour competencies (coming to work on time, minimizing unplanned leaves, excellent verbal and written communication skills, professional/corporate decorum & appearance) for this role
Responsibilities
Effectively managing the schedule of meetings and other activities of the Managing Director
Effective and prompt handling of telephone calls for the Managing Director to maintain and preserve goodwill with the firm's clients
Cascade important announcements and other corporate communications to internal stakeholders; Also helps by preparing drafts of correspondences for the Managing Director
Organize and maintain both paper and digital files and ensure they are properly stored and archived
Assist in the planning of general (Mancom, BOD, etc.) and client meetings; also tasked to take Minutes of the meeting
Make travel arrangements for local and international travel needs (Airline tickets, Hotel reservations, ground travel arrangements and other logistical needs)
Perform other administrative tasks (preparing copies, filing sending of outgoing documents) as directed
Qualifications
Preferably, the successful candidate must have at least 5-10 years of relevant work experience for this role
Proficient in using Microsoft Office programs (Outlook, Excel, Power-point and Word)
Excellent organizational skills including the ability to prioritize and coordinate multiple tasks.
Excellent written and verbal communication skills including professional phone etiquette
Excellent interpersonal skills with the ability to effectively interact with internal and external business partners and staff at all levels.
Can think strategically and is proactive