Key Responsibilities
1. Meeting & Event Coordination
- Plan and organize internal/external meetings, workshops, and corporate events, including venue booking, catering arrangement, video conference setup, and meeting material preparation (bilingual agendas, minutes, and presentations).
- Track meeting action items, follow up with relevant stakeholders, and ensure timely execution.
2. Travel & Accommodation Management
- Handle end-to-end business travel arrangements for executives, including flight/hotel booking, visa application, itinerary planning, and ground transportation coordination, with a focus on cost optimization and travel experience improvement.
- Assist with travel-related emergency handling (e.g., flight changes, accommodation adjustments) during business trips.
3. Expense Reimbursement Administration
- Review expense reimbursement claims (travel, entertainment, office supplies) to ensure compliance with company policies.
- Process reimbursement applications, coordinate with the accounting department for payment follow-up, and maintain accurate reimbursement records and filing systems.
4. General Administrative Support
- Facilitate cross-departmental communication and coordinate with other teams to resolve administrative issues promptly.
Job Requirements
1. Education & Experience
- Bachelor's degree or above in Business Administration, Secretarial Studies, or related fields.
- 3-5 years of administrative secretarial experience, experience supporting executives is preferred.
2. Skills & Competencies
- Fluent in written and spoken English & Mandarin; able to handle bilingual communication and documentation proficiently.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software (e.g., travel booking systems, expense management tools).
- Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet tight deadlines.
- Meticulous attention to detail, high sense of responsibility, and excellent problem-solving abilities.
- Good interpersonal skills, able to communicate effectively with colleagues at all levels.
