Admin Assistant

Job Responsibilities

• Provide secretarial and administrative support to the management team and office operations.
• Manage front desk and reception duties, including handling incoming calls, visitor coordination, meeting arrangements, and conference room bookings.
• Coordinate and monitor administrative workflows to ensure timely completion of tasks and proper documentation management, including contracts and leasing records.
• Provide translation and communication support for internal and external business correspondence where required.
• Manage calendars, appointments, and scheduling arrangements for management and key stakeholders.
• Coordinate business travel arrangements, including flight bookings, accommodation, transportation, and itinerary planning.
• Process and maintain expense reimbursement claims and supporting documentation in an accurate and timely manner.
• Support recruitment coordination activities, including posting job advertisements, arranging interviews, and liaising on work pass, immigration, and tax-related matters.
• Facilitate onboarding and offboarding processes, including guiding employees on internal systems and administrative procedures.
• Collaborate with HQ and regional teams to support corporate events, marketing initiatives, and office activities, including event coordination and collateral management.
• Maintain proper filing systems and ensure confidentiality of company records and information.
• Support ad hoc administrative or cross-functional projects as assigned by management.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Human Resources, Communications, or related disciplines.
• Minimum 3–4 years of relevant experience in executive support, office administration, or corporate secretarial functions. Fresh graduates with strong internship exposure may also be considered for junior positions.
• Strong sense of responsibility, professionalism, and ability to manage multiple priorities independently.
• Good organizational and coordination skills with strong attention to detail.
• Effective interpersonal and communication skills with the ability to work collaboratively across teams and regions.
• Proficient in Microsoft Office applications including Excel, PowerPoint, Outlook, and Word.
• Good command of written and spoken English and Chinese to support bilingual communication and documentation.
• Able to prepare internal and external correspondence professionally and independently.
• Flexible and willing to support business needs outside standard working hours when required.