Emilia C. | 2024-06-20

US PE Fund Administrative Secretary

Location

Remote

Description

The Administrative Secretary is responsible for assisting senior management with meeting and schedule coordination, booking travel and accommodations, and handling other administrative tasks. This role requires excellent organizational skills, effective communication, and time management abilities. The ideal candidate will thrive in a fast-paced environment, maintaining a high level of efficiency and professionalism.

  1. Meeting Coordination
  • Assist in scheduling and organizing internal and external meetings, including reserving meeting rooms and preparing and distributing meeting materials.
  • Ensure smooth conduct of meetings by preparing agendas and taking and organizing meeting minutes.

2.Schedule Management:

  • Develop and manage daily schedules for senior management, including travel plans and meeting schedules.
  • Ensure the efficiency and effectiveness of the schedule, making adjustments and updates as necessary.
  1. Travel and Accommodation Booking:
  • Handle travel arrangements for senior management, including booking flights, train tickets, and hotel accommodations.
  • Ensure accuracy and timeliness of bookings, and handle any unexpected changes.
  1. Document Management:
  • Manage the receipt, organization, and archiving of documents, ensuring confidentiality and security of important files.
  • Assist in drafting and handling various administrative documents and reports.
  1. Communication and Coordination:
  • Act as a liaison between senior management and internal staff and external partners, ensuring accurate information flow.
  • Handle daily calls and emails, responding to and resolving various issues.
  1. Other Administrative Support:
  • Provide additional administrative support as needed, including office supplies management and expense reporting.

Requirements

  • Associate degree or higher, preferably in Business Administration, Office Management, or a related field.
  • 3+ years of experience in an administrative secretary or related role, with experience in multinational companies preferred.
  • Exceptional organizational and time management skills, with the ability to handle multiple tasks simultaneously. -Excellent communication and interpersonal skills, capable of effectively interacting with personnel at all levels.
  • Proficiency in office software (e.g., MS Office, especially Excel and PowerPoint).
  • Fluent in English, with excellent written and spoken communication skills.
  • Attention to detail, responsible, and able to work under pressure. High level of professional ethics and confidentiality awareness.

Contact

emiliachen@polygonsearch.com / Line ID: emchh/ Telegram: @polygon_emchh