Apprentice Administrative Assistant

Office Administration

• Oversee office management including daily operation, business travel, facilities management, procurement and supervision of administrative & IT personnel.

• Responsible for office facility, cleanliness, equipment, furniture and maintenance, including necessary repairs for smooth running of daily operation and a pleasant working environment.

• Manage IT and telecommunication services.

• Negotiate and manage contracts (and vendors) for office lease, office equipment & supply and outsourcing services such as IT, cleaning, travel and hotel.

• Review and manage the quality and cost effectiveness for office operations and procurement of office equipment, supply and services.

• Budget and monitor expenses of items and services managed by the department.

• Regular review of work processes and develop new initiatives to improve efficiency (time & cost) and internal customer experience.

• Formulate, implement and educate employees on office guidelines and policies, including regular review and update.

Manage contractors and vendors for office maintenance, renovation and relocation.

Executive Secretary

• Provide full secretarial and administrative support to the leadership team e.g. consolidate presentation materials for management reports, prepare and follow up works for internal and external meetings etc.

• Proactive diary management comprising of extensive travel and heavy meetings schedule, arrangement and coordination of schedules and appointments across different time zones.

• Manage flight/ground transportation, visa applications, hotel booking and expense claims.

• Plan, arrange and coordinate in all aspects for on- and off-site company meetings and events

• Provide hospitality to key business partners and visitors.

Others

• Support special/ad-hoc projects by organizing and coordinating information and requirements planning, arranging, and meeting schedules monitoring results.

• Organise employee engagement activities.

• Manage employee on-boarding and off-boarding activities when required