ROLE OVERVIEW:
Title: Administrative Assistant, Executive Office
Role Type: Contractual Role (initially for 3 months)
Experience: 8+ years
Location: Hong Kong
Work Mode: Hybrid Working (3 days in office)
JOB PURPOSE:
We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to the Sales team while ensuring the smooth day-to-day operation of the office in Central, Hong Kong.
This is a temporary position for an initial 3-month period, with the possibility of extension. The role will be three days per week (days to be confirmed), with office attendance required on working days in line with business needs.
KEY RESPONSIBILITIES:
General Administrative & Office Support
Provide high-quality administrative support to the Sales team, including expense processing, travel coordination, diary management, and document preparation.
Support the day-to-day running of the Hong Kong office, ensuring a professional, efficient, and well-organized working environment.
Manage incoming and outgoing mail, couriers, and deliveries.
Maintain office supplies, liaise with vendors, and manage supplier relationships.
Assist with facilities management, including office maintenance issues and workspace organization.
Build strong working relationships with internal teams and external stakeholders.
Develop a strong understanding of the business, particularly the Sales function, to provide effective support.
Welcome visitors and coordinate meeting logistics, including room bookings and security access.
Update CRM system with new contacts and business cards, as well as client notes.
Onboarding & HR/IT Coordination
Support HR and IT teams with onboarding and offboarding processes, including equipment setup, system access, and induction scheduling.
Maintain accurate records of office assets and employee equipment.
Expenses & Financial Administration
Prepare and submit accurate and timely T&E reports in line with company policies. Help manage team travel budget.
Monitor and track expense submissions, resolving any discrepancies where required.
Travel & Event Coordination
Coordinate complex domestic and international travel arrangements, including flights, accommodation, visas, transport, and itineraries.
Manage travel documentation and visa application processes, liaising with vendors as required.
Assist with planning and execution of team offsites and social functions.
Meeting & Diary Management
Manage the Senior Director’s calendar using Outlook, scheduling meetings across multiple time zones.
Coordinate internal and external meetings, including logistics, agendas, and materials.
Prepare meeting rooms and ensure all required equipment and documentation are in place.
Document & Presentation Support
Prepare, edit, and format documents, reports, and presentations for Sales and senior management teams.
Produce high-quality printed and bound materials when required.
KEY COMPETENCIES:
Fluent in English (written and verbal) and Cantonese. Putonghua is advantageous.
Minimum of 5 years’ experience in an administrative or executive support role within a corporate environment.
Proven experience supporting senior stakeholders or management teams.
Strong organizational skills with the ability to prioritize, multitask, and meet deadlines.
Excellent communication and interpersonal skills with a positive, professional approach.
High level of attention to detail and accuracy.
Proficiency in Microsoft Office (Outlook, Word, Excel, Power Point).
Experience with travel booking, expense management, and general office administration.
Ability to work independently, using initiative and sound judgement.
A collaborative team player with a flexible, “can-do” attitude.
Willingness to take on additional responsibilities outside of core duties to support the wider business and personal development.
