Administrative Assistant

Specific Responsibilities include but are not limited to:
- Manage the calendar and schedule of the assigned executive(s)/officer(s); maintain organized records and files related to Business Unit activities.
- Coordinate logistics for key tasks such as business travel (including visa applications, travel arrangements, itineraries, meeting agendas, and travel documentation etc.), memo, budget and expense processing.
- Provide full logistical support for meetings, workshops, events, and conferences, tasks include scheduling, preparing and sending meeting invitations and materials, drafting slides, taking and distributing meeting minutes, and ensuring smooth execution, and other support may be instructed.
- Support onboarding and offboarding processes, such as office and workspace arrangement, coordination with HRD and facilities & administration services teams, to ensure seamless implementation of relevant processes and steps.
- Handle incoming and outgoing communications and documentation; draft and prepare office memos, letters, reports, meeting minutes, and other correspondence as instructed.
- Proofread and distribute general correspondence; serve as a point of contact for internal and external stakeholders; greet and liaise with visitors, and support general office administration.
- Maintain up to date administrative records and handle processes such as budget, expense reports, and vendor payment tracking; Assist in budget planning, monitoring and relevant reporting.
- Assist with data entry/collection/analytics, database maintenance and support basic research; Handle sensitive information in a confidential manner and with discretion.
- Oversee stationary levels and other office supplies, coordinate repair and maintenance of office equipment.
- Perform any other tasks that may be assigned from time to time by the supervisor(s).
Candidate Requirements
- Bachelor’s degree or above in related fields from a reputable university.
- Minimum 1 year of relevant administrative support experience, preferably in an international or financial institution.
- Proficient in verbal/written English and Chinese is required.
- Strong interpersonal and organizational skills, with the ability to manage multiple tasks and priorities effectively.
- High attention to detail, with a proactive and service-oriented mindset.
- Ability to work under pressure and handle confidential information with integrity.
- Experience in a multinational environment with dispersed teams is an advantage.
- Proficiency in MS Office applications is required.