Admin Assistant

Job Description & Requirements

We are seeking a proactive and detail-oriented Administrative & Operations Executive to support daily business operations, regulatory compliance, and internal coordination. This role requires strong organizational skills, the ability to multitask, and effective communication with internal and external stakeholders.

Key Responsibilities

• Coordinate with internal teams, service providers, and external partners to support daily operations and ensure smooth office coordination
• Assist with travel arrangements, office administration, documentation, and reporting
• Maintain accurate records of business licenses, certifications, and qualifications, ensuring timely renewals and regulatory compliance
• Support research, preparation, and submission of government grant applications, and assist in reporting and audits
• Plan and organize corporate events, meetings, workshops, and staff activities, including venue booking, catering, invitations, and vendor coordination
• Ensure all events are executed efficiently and professionally
• Support employer branding initiatives in collaboration with HR and marketing teams
• Manage corporate materials, merchandise, and assist in employee engagement activities
• Assist in preparing departmental budgets and managing petty cash with proper record-keeping
• Process vendor payments, ensuring accurate documentation and approvals
• Coordinate with the finance team to support smooth financial operations

Qualification & Experience

• Diploma or Degree in Business Administration, Facility Management, Event Management, or a related field
• Minimum 1-3 years of relevant experience in administrative or office support roles preferred
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
• Basic knowledge of office operations, facility management, or event coordination is an advantage
• Strong organizational and multitasking skills with attention to detail
• Excellent verbal and written communication skills
• Ability to liaise effectively with stakeholders, including Chinese-speaking counterparts
• High level of professionalism and ability to handle confidential information with discretion
• Able to work independently and collaboratively in a fast-paced environment
• Proactive, responsible, and positive working attitude