About Us
The Cocoa Association of Asia (CAA), founded in 2004, supports and promotes the cocoa industry throughout the Asia-Pacific region - from farming and processing to manufacturing and trade. Our members include traders, logistics providers, cocoa processors, chocolate manufacturers, and FMCG companies, collectively representing over 90% of the cocoa trade and manufacturing in Asia. We are a small but dynamic secretariat, and every team member plays a meaningful role in shaping the industry.
About the Role
We are looking for a proactive and detail-oriented administrator to join our small secretariat team. This is a hybrid role - you will split your time between working from our Tras Street office and remotely - and requires someone who is genuinely comfortable wearing multiple hats.
You will support the day-to-day operations of the association: from financial data management and member registrations to office upkeep and committee coordination. The ideal candidate is highly organised, comfortable with numbers and systems, and enjoys a varied workday. Prior experience in bookkeeping or financial administration is an advantage, though full training on our processes will be provided.
This role is suited to someone who can multitask confidently, learn new systems quickly, and take ownership of recurring responsibilities with minimal supervision.
Key Responsibilities
Finance & Bookkeeping Support
- Manage and update cashflow data regularly flag discrepancies and maintain accuracy
- Process payroll on a monthly basis and coordinate bi-monthly payment runs
- Issue invoices and follow up on outstanding payments via DBS
- Assist with data consolidation in QuickBooks Online (training provided) liaise with the external accountant for reconciliation on an agreed schedule
- Prepare weekly financial and operational reports for the COO
Member Support & Registrations
- Handle registrations for courses, events, and webinars - from sign-up through to confirmation and on-site management
- Respond to member enquiries promptly and maintain accurate member records
- Create member log-in accounts on the CAA website
- Organise quarterly member meetings - coordinate logistics, draft agendas, take minutes, and follow up on action items
Events & Course Management
- Support large-scale conferences, booths, workshops, and webinars
- Coordinate speakers, panellists, and vendor/hotel teams
- Assist the CAA Knowledge Committee with new training modules, participant packs, and materials
Marketing & Communications
- Publish event updates and reports on the CAA website
- Send daily RSS feeds and weekly/ad-hoc email newsletters via Mailchimp
- Support digital social media content (LinkedIn, Facebook)
Office & Administration
- Manage day-to-day office operations: supplies, facilities, air conditioning, pest control, and vendor liaison
- Carry out general administrative tasks supporting CAA's activities and committee functions
- Maintain an organised office environment suitable for in-person meetings and member visits
Website & Records Maintenance
- Keep the CAA website current with reports, member news, and event listings
- Ensure member and committee records are up to date across the website and internal database
- Perform basic website maintenance on Wix (training provided prior experience is a bonus)
What We're Looking For
Essential:
- Comfortable working with numbers, data, and financial records - basic bookkeeping experience is a plus
- Proficiency in Microsoft Office 365, especially Excel (no coding required)
- Organised, methodical, and able to manage recurring financial and administrative cycles (weekly, monthly, bi-monthly, quarterly)
- Strong written and verbal English communication skills
- A genuine multitasker who can context-switch between finance, admin, events, and communications
- Good sense of systems - able to learn and adopt new tools quickly
- Proactive, reliable, and comfortable working independently in a small team
Desirable:
- Experience with QuickBooks Online, Mailchimp, Wix, or similar platforms
- Fluency in Mandarin (bonus)
- Prior experience in a trade association, nonprofit, or small team environment
- Basic design skills using Canva or similar
- Familiarity with social media management
