Ivy , Kit Yi Law

Key Responsibilities

Executive and Administrative Support

• Provide comprehensive secretarial and administrative support to the Executive.
• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle incoming calls, emails, and correspondence with discretion and efficiency.
• Maintain an effective filing and documentation system, ensuring confidentiality at all times.
• Perform ad-hoc administrative and secretarial duties as assigned.

Office Administration

• Support general office operations and ensure smooth day-to-day facilities management.
• Provide backup support for reception and other general office functions when required.

Coordination and Communication

• Liaise and follow up with internal departments, business partners, vendors, bankers, and other professional parties.
• Conduct research and compile briefing materials, reports, and presentation content for the Executive.
• Ensure consistent, efficient, and professional communication on behalf of the Executive.

Event and Travel Management

• Plan and coordinate business and corporate events, such as annual dinners, staff outings, year-end parties, and CSR (Corporate Social Responsibility) activities.
• Arrange VIP meetings, interviews, conferences, and hospitality events.
• Organize detailed travel arrangements, including itineraries, tickets, hotel bookings, and visa support.

Visa, Membership, and Corporate Support

• Handle and coordinate working visa and renewals for executive.
• Manage and arrange club membership applications and renewals.
• Maintain an organized record of relevant documents and ensure timely renewals and compliance.

Personal Assistance

• Provide personal support to the Executive and family, including private appointments, errands, and travel arrangements.
• Manage personal memberships and related administrative tasks on behalf of the Executive.Maintained appropriate filing of personal and professional documentation.

• Managed daily mail distribution for both internal employees and external customers or clients.
• Enhanced office productivity by managing incoming calls, emails, and appointments for staff members.
• Increased office accessibility, organized workspace to accommodate needs of all employees, ensuring comfortable and inclusive environment.
• Supported efficient data management, entered and updated records in database to ensure accuracy and completeness.
• Improved customer service with prompt and accurate handling of inquiries, contributing to positive office environment.
• Answered and managed incoming and outgoing calls while recording accurate messages for distribution to office staff.
• Processed incoming and outgoing mail and packages according to established procedures.

• Managed updates and integrity of online database system for internal use and accessibility.

• Collecting data for the entry, organize record fo the database system

• Facilitated phone interviews with candidates to collect relevant data for organizational use.

• Managed daily office operations, ensuring efficient workflow and adherence to company policies.
• Coordinated communication between departments to streamline administrative processes and enhance productivity.
• Processed and maintained documentation for accurate record-keeping and reporting.
• Developed and implemented filing systems to improve accessibility of information across teams.