He Yun Chen
Senior Secretary/ Executive Assistant
Kaohsiung,Taiwan
Summary
Driven and resourceful administrative professional with 7+ years of experience assisting with work of high-achieving executives. Track record supporting professional needs with well-organized precision. Successfully manages high-volume workloads in rapidly changing environments. Executive Assistant skilled at offering high-level administrative support to C-level management. Expert in travel management, expense tracking and schedule coordination. Expertly assists executive team using exceptional communication and organizational skills.
Overview
8
8
years of professional experience
7
7
years of post-secondary education
3
3
Languages
Work History
Senior Secretary
Paul Wurth International S.A.
Kaohsiung
11.2020 - Current
- Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
- Coordinated events and worked on ad hoc projects.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Produced accurate office files, updated spreadsheets and crafted presentations to support executives and boost team productivity.
- Answered multi-line phone system and greeted callers enthusiastically.
- Maintained office supplies inventory by checking stock and ordering new supplies.
- Completed accurate daily report documents, memos and invoices.
- Interacted with vendors, contractors and professional services personnel to receive orders, direct activities and communicate instructions.
- Organized logistics and materials for each meeting, arranged spaces and took detailed notes for later dissemination to key stakeholders.
- Managed residential properties and prepared homes for clients prior to arrival.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Managed filing systems for electronic and hard copy documents to keep organized records.
- Gathered and organized materials to support operations.
- Aided colleagues, managers and customers through regular communication and assistance.
- Interpreted management directives to define and document administrative staff processes.
- Received and responded to customer requests via letters, emails, telephone calls and in-person interactions.
- Oversaw technical, operational, clerical and customer service support activities.
Project Secretary
GIS Group
Kaohsiung, Taiwan
03.2020 - 10.2020
- Organized, coordinated and deployed conferences and events while focusing on delivering superior customer service.
- Evaluated existing plans, processes and events planning services to identify opportunities for improvement.
- Performed event coordination for larger parties and gatherings.
- Managed administrative logistics of events planning, event booking and event promotions.
- Fulfilled contractual obligations for rehearsal and day of event coordination.
- Interviewed clients to understand event scopes of work, establish budgets and determine timelines for venue selection, guest list finalization, and rehearsal, ceremonies, and receptions.
- Executed on-time and under-budget project management on complex issues for senior leadership.
Special Assistant
CDIB Capital Group
08.2019 - 01.2020
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records
- Guest reception & protocol
- Provide administrative and clerical support to departments or individuals
- Handle information requests
Personal Assistant/ Secretary
BnP Paribas Cardif TCB Life Insurance Company
06.2018 - 08.2019
- Maintain executive’s agenda and assist in planning appointments, conferences, activities etc., coordinate committees and task forces
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records
- Relay directives, instructions and assignment to executives
- Handle information requests
- Attending meetings and keep minutes
- Prepare invoices or financial statements and provide assistance in bookkeeping
- Prepare confidential and sensitive documents
- Coordinates office management activities
- Conduct research and prepare presentations or reports as assigned
- Guest reception & protocol
- Provide administrative and clerical support to departments or individuals.
- Organized and attended meetings and compiled related documents and reports.
International affairs specialist & PA
Taipei City Government Secretariat
Taipei
03.2016 - 06.2018
- PA for CEO of International Affairs council, Taipei City Government
- Maintain relationship between Taipei city and overseas public/ private sectors
- Liaison for internal organizations (for instance: UCLG, WCS...etc.), and serve as contact window for over 50 sister cities.
- Maintain executive’s agenda and assist in planning appointments, conferences, activities etc.
- Liaison and draft speech scripts/ slides, assist C-level officials well-performing
- Translation & interpreting
- Conduct research and prepare presentations or reports as assigned
- Make travel arrangements for officials
- Guest reception & protocol
Executive Secretary to Vice Mayor
Taipei City Government
03.2015 - 02.2016
- For 5+ years of experience(high ranked government official & CEO of private sector), mainly adept in handling the busy schedules and travel plans, while juggling other general office administration duties
- Can execute appointment management, writing corporate emails, and bookkeeping as meeting deadlines
- While as personal assistant for public sector official, in same period acted as international affairs specialist
- Mainly as coordinator and contact window for overseas offices, private & public sectors for their visiting to
- Taiwan and organize official visit tour to overseas
- Moreover, maintaining relationship between Taiwan & international organizations were also part of job duties., Maintain executive’s agenda and assist in planning appointments, conferences, activities etc.
- Liaison and draft speech scripts/ slides
- Translate
- Receive and screen phone calls and redirect them when appropriate
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Prepare invoices or financial statements and provide assistance in bookkeeping
English-Chinese Translator
Central News Agency
04.2014 - 03.2015
- English-Chinese Translation
- Daily production: over 30 regulations & laws translation and proofreading
- Publication editing & proof reading
Research Assistant
National Chengchi University
08.2013 - 04.2014
- Literature & material translation (Eng.-Chi.)
- Calendar arrangement
- Conduct literature reviews
- Collect and analyze data
- Manage and respond to project related email
- Prepare, maintain and update website materials
- Prepare other articles, reports and presentations
- Academic events preparation & coordination
- Prepare materials for submission to granting agencies and foundations
Education
Master - translation & interpreting
ChangJung Christian University
Tainan City, TNN 09.2008 - 06.2013
Bachelor of Arts - translation & interpreting
Wenzao Ursuline College
Kaohsiung City, KHH 09.2006 - 06.2008
Skills
Executive presentations
Strong problem solver
Administrative support
Professional and mature
Travel coordination
Microsoft Office proficiency
Advanced interpersonal skills
Office management
Schedule Management
Proofreading
Risk management
Business administration
Additional Information
- Held a volunteer position as the chief of design & PR team for Taiwan Fund for Children & Families.
- Serve as volunteer of Taiwan Vision
- Devote to promote Taiwan to the world, and served as the volunteer of 2022 Taiwan Lantern Festival in Kaohsiung
Timeline
Senior Secretary
Paul Wurth International S.A.
11.2020 - Current
Project Secretary
GIS Group
03.2020 - 10.2020
Special Assistant
CDIB Capital Group
08.2019 - 01.2020
Personal Assistant/ Secretary
BnP Paribas Cardif TCB Life Insurance Company
06.2018 - 08.2019
International affairs specialist & PA
Taipei City Government Secretariat
03.2016 - 06.2018
Executive Secretary to Vice Mayor
Taipei City Government
03.2015 - 02.2016
English-Chinese Translator
Central News Agency
04.2014 - 03.2015
Research Assistant
National Chengchi University
08.2013 - 04.2014
Master - translation & interpreting
ChangJung Christian University
09.2008 - 06.2013
Bachelor of Arts - translation & interpreting
Wenzao Ursuline College
09.2006 - 06.2008