Personal Assistant to Consul General

Key Responsibilities:

Personal Assistance to the Consul General:

• Manage the Consul General’s calendar, appointments, and daily schedule
• Guest List and Invitation management for events

• Handle administrative tasks related to local authorities (Ministry of Foreign Affairs,
  HK and Macau protocols, Immigration, Customs, etc.)

• Arrange travel bookings, transfers, and accommodation as required
• Prepare meeting documents, print speeches
• Prepare expense claims and handle reimbursements
• Liaise with other diplomatic representations for official communications
• Answer general incoming phone calls and direct inquiries appropriately
• Maintain the contact database
• Handle occasional errands and ad hoc personal tasks with professionalism

Administrative Support:

• Support the management team with general administrative tasks
• Support with events or meetings hosted by the Consulate as needed
• Liaise with internal staff and external partners
• Draft basic correspondence and Note Verbale
• Take minutes for internal meetings when needed

Office Hospitality and Upkeep:

• Prepare coffee, tea, and refreshments for meetings and guests
• Keep track of the consulate’s wine inventory and assist with related logistics
• Liaise with Residence staff and driver for events and logistics

Required Qualifications:

• Minimum 1-2 years previous experience in an administrative/assistant role is required
• Excellent command of English and Cantonese
• Knowledge of a Swiss language (German, French or Italian) is a plus
• Highly organized, discreet, and proactive with a service-oriented attitude
• Able to manage multiple tasks and priorities with flexibility and professionalism
• Comfortable with practical tasks and adaptable in a small team environment
• Able to work in a multicultural environment
• Proficient in Microsoft Office (Outlook, Word, Excel, Powerpoint)

• High level of integrity and attention to detail

Work Conditions

• 40 hours a week (Monday – Thursday 8:00 – 17:30 with an hour for lunch, Fridays 08:00 – 14.00).
• 5 days a week (Saturdays, Sundays and Public Holidays are off).
• 20 days of holiday per year.

Application Details:

Interested applicants should send apply including a CV, salary expectation, references, and a motivational statement by 18 May 2025.

We look forward to receiving your application.