Wah Hin – Administrative Assistant

Primary Scope of Duties and Responsibilities:

Administrative Support

• Receive incoming calls and attend to enquiries.

• Receive guests coming for meetings, direct them to the designated meeting rooms, and arrange for their requirements

• Collect, sort and distribute mail and parcels

• Arrange for courier services and mail registered articles on behalf of the various departments.

• Coordinate signing of legal and other documents by internal and external parties.

• Sort and file documents and assist in records and databases of the department.

• Assist Executive Chairman and Senior Vice Presidents in travel arrangements, calendar management, claims submission and ad-hoc tasks.

Meetings and Events

• Manage meeting room bookings and assist in meeting scheduling and coordination.
• Arrange meeting rooms for usage, ensure meeting materials are prepared, and arrange for meeting rooms to be ready for next meetings.
• Arrange for requirements of meeting participants to be met.
• Schedule and coordinate office lunches, dinners and other events.

Office Facilities

• Manage pantry, office and printer supplies, ensure sufficient stock and purchase as and when required.
• Maintain office premises and ensure that everything is in clean and working condition, and work with building management or service providers to rectify faults, e.g. lights, air-conditioning, electrical works, toilet facilities etc.
• Coordinate office equipment maintenance, repair and replacement with third party vendors.
• Maintain cleanliness and order of general office space.
• Liaise with contracted cleaning company for routine/ad-hoc services
• General housekeeping and ad-hoc tasks as required.

Others

• Cover duties of Manager (Admin & HR Support) and Executive Assistant to Executive Chairman in their absence
• Provide general administrative support as required

Requirements:

• Minimum ITE certification.
• At least 2 years’ relevant work experience
• Good MS Office knowledge (Outlook, Word, Excel, Powerpoint).
• Familiarity with office IT equipment and applications (e.g. e-calendars and copiers).
• Well-organised, detail-oriented, excellent time management skills and the ability to multi-task.
• Good command of the English language. Chinese language ability is a plus (in order to communicate with Chinese-speaking guests and vendors).

Personal Profile

• Exceptional people management skills. A change agent who is self-driven, resourceful, high in EQ. Ability to influence at different staff levels.
• Hands-on self-starter, who is able to work independently and under pressure against tight deadlines within a lean team. Ability to take ownership and deliver high quality work product with minimum guidance. Results-driven and accountable
• Systematic and meticulous
• Great team player with good communication skills
• High standard of integrity, professionalism, work ethic and grounding of discretion and confidentiality
• Excellent time management, planning and administrative skills