Overview
Reporting to the Executive Administration Office (EAO), the Administrative Assistant provides reliable day-to-day administrative support to the Household, CEOT, and related entities (e.g., EAO/HO). A key part of the role is quickly finding and securing the right items (general administrative purchasing)-using basic sourcing, comparing, and negotiating-to meet operational needs on time and within budget. This is not a specialist procurement role speed, accuracy, and service are paramount. The position is high-trust and requires discretion and bilingual communication.
Key Responsibilities
Administrative & Coordination
- Provide responsive admin support to CEOT/Household/EAO: schedule vendor visits, book services, prepare simple forms/templates, and maintain basic trackers.
- Keep renewal/maintenance calendars up to date (warranties, service contracts, insurances, registrations).
Sourcing & Purchasing
- Search, shortlist, and quickly compare suitable products/services for household, office, hospitality, education, wellness, etc.
- Obtain quotations, perform straightforward cost comparisons, and recommend options place approved orders and track deliveries to completion.
- Maintain a simple preferred supplier/contact list and basic rate cards assist with light vendor onboarding information where needed.
- Accompany CEOT or delegate for key purchases when required.
Finance & Records
- Raise/track requests, approvals, POs, and receipts in the internal system verify invoices and delivery notes liaise with Finance/AP on payments.
- Petty cash administration (no cash handling): collect/file receipts and supporting documents prepare a month-end summary pack.
- Maintain simple asset and inventory trackers (tagging, warranties, par levels, reorder points).
- Keep documentation neat and audit-ready in line with policies and approval limits.
Facilities & Fleet Support
- Coordinate preventive/corrective maintenance for assets (appliances, copiers, furniture), arrange site access, and supervise vendors as needed.
- Support fleet administration: registration/insurance/road-tax and inspection reminders, service bookings, fuel/parking cards, logbooks, spare keys, and document custody.
- Keep basic HSE practices in check (contractor sign-ins, incident awareness) and support simple insurance claims for property/asset incidents.
People, Travel & Events Support
- Prepare simple forms/contracts (e.g., driver hiring, car rental, helper checks) assist onboarding/offboarding checklists and file custody.
- Coordinate small household events (vendor quotes, supplies, setup).
- Draft/translate simple templates in English/Chinese as needed.
Continuous Improvement
- Maintain SOPs, checklists, and templates suggest pragmatic process and cost improvements.
Skills & Qualifications
- Experience: 1-3 years in administration/operations some purchasing exposure (general administrative purchasing) is preferred. Household/family office, hospitality, or facilities coordination is a plus.
- Education: Diploma or above preferred.
- Technical: Comfortable with Microsoft/Google tools able to build clear comparison tables and trackers.
- Purchasing Basics: Practical sourcing, quotation comparison, simple negotiation, and order tracking.
- Finance & Records: Invoice/PO matching, receipt collation, petty cash reconciliation, simple asset/inventory tracking.
- Coordination: Vendor scheduling and follow-through ability to juggle multiple requests and meet timelines.
- Communication: Clear written/spoken English & Chinese for vendors and household staff.
- Discretion & Service: High integrity, confidentiality, and a get-it-done mindset immediate availability is an advantage.
