Secretary

Role Overview

We are looking for a diligent Executive Support professional to provide extensive administrative assistance to our senior management team. This multifaceted responsibilities role includes calendar and meeting organization, document and report preparation, procurement and payment procedures, as well as managing complex travel and housing logistics for secondees. The role also involves coordinating important events and visits while ensuring smooth day-to-day office operations.

Key Responsibilities

• Deliver full secretarial support including managing complicated schedules, organizing meetings, processing expense claims, drafting documents, maintaining filings, and arranging business reservations.
• Handle document workflows, oversee procurement tasks, and verify payments such as invoices in strict adherence to company policies.
• Create and prepare detailed meeting minutes and reports in both English and Chinese, including routine submissions to headquarters.
• Manage accommodation for Management Team secondees, coordinating with agents on lease negotiations, rental payments, and maintenance, including report preparation in Chinese when needed.
• Coordinate headquarters delegations, business visits, MOU signings, and stakeholder engagements with full support on travel logistics, quotations, and compliance.
• Oversee the travel desk, organizing complete business travel plans (flights, hotels, visas, transport), managing vendors, reporting, and supporting corporate travel agency tenders.
• Plan and execute company events such as CSR projects, business functions, and sustainability reporting activities.
• Provide miscellaneous office administration such as driver management, supplies, meeting logistics, and ad hoc projects, and serve as a backup secretary when necessary.
• Perform other duties as assigned.

Essential Qualifications and Skills

• Possess a degree in any field.
• Have a minimum of 3 years experience in secretarial or executive support roles.
• Exhibit strong organizational skills, high attention to detail, and a proactive approach.
• Maintain a positive demeanor, strong work ethic, and capability to work independently under pressure to meet deadlines.
• Demonstrate integrity, resourcefulness, excellent communication, and sound judgment.
• Experience with Concur and SAP systems and knowledge of CAPEX procedures is a plus.
• Holding an LCCI Level 2 Certificate is beneficial but not mandatory.
• Flexible to work beyond normal office hours, including evenings and weekends, to support essential events and management visits.

Additional Information

Applicants should submit a detailed resume including current and expected salary along with contact information. Only shortlisted candidates will be contacted.

Personal Data Protection: By submitting personal information and resumes, applicants consent to data collection and use for application evaluation purposes by PetroChina and its related companies.