Please find our values HERE.
Position Summary
The Executive Secretary will serve as the personal assistant to the Chief Executive Officer (CEO) and provide essential governance and administrative support. This role is responsible for handling Board and Committee secretarial duties, supporting the Senior Management Team (SMT), and managing assigned projects directly from the CEO. The position operates independently without any subordinates and requires a high level of professionalism, discretion, and organizational skills.
KEY AREAS OF ACCOUNTABILITY:
Executive Support
-
Serve as the personal assistant to the CEO, managing calendar, travel arrangements, correspondence, and daily administrative tasks.
-
Maintain effective communication and coordination on behalf of the CEO with internal and external stakeholders.
Board Secretariat Duties
- Coordinate and arrange Board of Directors meetings, including scheduling, logistics, and communication with Board members.
- Prepare and compile meeting agendas, materials, and presentation decks.
- Attend Board meetings to take accurate minutes and manage timely circulation and follow-up actions.
- Maintain updated and organized records of Board documents in compliance with governance standards.
Committee and Director Support
- Provide secretarial support to designated Directors and CFO, for Committee meetings.
- Assist in preparing meeting documents, coordinating schedules, and recording meeting minutes.
Senior Management Team (SMT) Coordination
- Organize regular SMT meetings, including scheduling, logistics setup, agenda preparation, and minute-taking.
- Track meeting follow-ups and ensure action items are addressed in a timely manner.
Projects and Administrative Tasks
- Undertake special assignments and ad-hoc tasks as delegated by the CEO.
- Support governance and administrative improvement initiatives
QUALIFICATIONS AND EXPERIENCE
- Bachelor’s degree in Business Administration, Corporate Governance, Public Administration, or related discipline.
- Minimum of 4 years of relevant experience, preferably in an executive or governance support role.
- Prior experience in Board and Committee secretariat work is highly desirable.
KEY COMPETENCIES AND ATTRIBUTES
- Excellent written and verbal communication skills in both English and Chinese.
- Strong organizational skills with attention to detail and accuracy.
- Proven ability to manage confidential information with integrity and discretion.
- Proactive, independent, and capable of managing multiple priorities under pressure.
- Proficient in Microsoft Office Suite and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
APPOINTMENT TERMS
This post is on a full time basis.
Don’t miss the opportunity to have career success and fulfilment while you deliver change for children to attain the right to survival, protection, development and participation.
We need to keep children safe so our selection process, which includes background checks, reflects our commitment to the protection of children from abuse. Candidates at the final stage of recruitment process may be requested to undergo Sexual Conviction Record Check by the Hong Kong Police. If you refuse to undergo the check, we have the right not to consider your application.
Personal data collected will be used for recruitment purpose only.