Office Administrative Assistant
5 months ago
Office Administrative Assistant
Hong Kong
Mon - Fri, 9am - 6pm
Hybrid
Job Description:
Duties for the Office Administrative Assistant role include providing office administration support to managers and team members through a variety of tasks to assist in essential daily office needs, coordinate internal events and meetings as well as administrative activities. It’s critical for this role to communicate effectively and to coordinate seamlessly with IT and Facility to ensure the most efficient operation of the office.
The responsibilities of the Office Administrative Assistant include but not limited to the following:
Support internal meetings such as the monthly Management Team meetings by coordinating meeting time/location, soliciting agenda items, collating presentation materials and preparing accurate meeting minutes as well as coordinating with IT for onsite support when needed. Schedule and prepare for quarterly town hall meetings by consolidating/preparing presentations and coordinating with IT/Facility to ensure smooth execution. Provide general support to both internal and external office visitors, including scheduling meetings, arranging accommodation, restaurant bookings, visa application, transportation, and ensuring their comfort and convenience during their visit. This should be done at Management discretion on a case by case basis. Coordinate with IT and Facility (any other parties as needed) to support office events such as event booking, setup & dismantle arrangement Greet clients and escort vendors, coordinate with Facility and cover the reception desk when required Order and distribute office supplies such as papers for printers, stationery items as well as replenishment of pantry items Coordination of documentation retrieval from Crown on a as needed basis. Take charge of daily mail management such as incoming mail, scanning, and storage management. Fax distribution Handling billing for courier (ITG a/c), checking DHL invoice weekly, CXC invoice monthly Perform any other ad hoc related assignment and projects related to office administration as assignedQualification and Experience
Minimum three years of full time work experience in Office Management Good command of both written and spoken English and Chinese Strong planning and organizing skills Excellent interpersonal skills, self-motivated, detail-minded, well-organized, able to work under pressure and with multi-tasking ability. Proficiency in Microsoft Word and PowerPoint-
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