Executive Assistant – Admin & HR Support

Job Summary

We are seeking a highly organised and meticulous individual to join our team as an Executive Assistant Admin & HR Support. This is a hybrid role ideal for someone who is trustworthy, efficient, and detail-oriented, with strong communication skills in both English and Chinese. You will play a vital supporting role in ensuring smooth day-to-day administrative operations and HR documentation.

Key Responsibilities

Executive Assistant (PA) Duties:

• Provide direct administrative support to the Managing Director and HR Manager (e.g., scheduling meetings, calendar management, travel arrangements, and follow-ups).
• Assist with drafting and formatting memos, letters, and other correspondence.
• Handle confidential information with discretion.
  
  

HR Administrative Duties

• Assist with onboarding and offboarding processes (e.g., comfortable communicating with new hire (of different nationalities), employment letters, forms, document collection).
• Maintain and update employee records and files securely and accurately.
• Prepare HR-related documents and correspondences.
• Handle sensitive employee information with utmost confidentiality and reliability.
  
  

General Administrative Duties

• Maintain well-organised and properly named digital filing systems, following consistent naming conventions.
• Coordinate office supply purchases, service providers, and basic facilities matters.
• Prepare simple template, memo or summaries using Microsoft Word or Excel (basic level).
• Support with internal communications.
  
  

Perform other ad hoc administrative or support duties as assigned by management.

Requirements

• Meticulous and detail-oriented accuracy is key in all admin and filing work.
• Well-organised and able to multitask in a fast-paced environment.
• Strong sense of responsibility and reliability, especially when handling confidential HR matters.
• Proficient in basic Microsoft Office tools (Word and Excel basic functions only).
• Fast learner and willing to pick up new administrative procedures or tools.
• Excellent communication and writing skills in both English and Chinese.
• Able to work independently with minimal supervision.
  
  

Preferred Qualities (Nice To Have)

• Prior experience in administration or HR support is an advantage.
• Familiarity with cloud-based filing systems (e.g., Google Drive, OneDrive).
• A positive, can-do attitude and a team-player mindset.