This role supports the daily operations and works closely with the Director to ensure smooth coordination across classes, workshops, administration, and communication.
You are the anchor of the office the person who keeps things flowing, organised, and precise.
Key Responsibilities
1. Administrative & Office Operations
- Manage day-to-day office functions, including maintaining office supplies, equipment, and general upkeep.
- Handle incoming calls, emails, WhatsApp messages, and enquiries with clarity and professionalism.
- Maintain both digital and physical filing systems ensure documents, records, and data are updated accurately.
- Prepare, edit, and format documents, reports, presentations, and spreadsheets.
2. PA Support to Director
- Assist in scheduling: manage calendars, appointments, internal and external meetings.
- Arrange travel bookings, accommodation, logistics, and related documentation.
- Follow-through on tasks assigned by the Director ensure timely updates and completion.
3. Workshop & Event Coordination
- Assist in preparing workshop materials, printing handouts, arranging logistics, and setting up the venue.
- Support participant communication: sending class reminders, announcements, information packs, and follow-up messages.
- Ensure smooth on-site operations during classes (registration, attendance, environment setup).
- Coordinate suppliers, vendors, and external partners when required.
4. Basic Accounting & Documentation
- Issue invoices, track payments, prepare simple reconciliations.
- Assist in keeping expenditure records, filing receipts, and maintaining orderly accounts.
5. General Administrative Duties
- Handle printing, scanning, organising documents, and minutes-taking for meetings.
- Support ad-hoc tasks as required to ensure smooth operations and strong participant experience.
Requirements:
- Possesses strong organisational skills and attention to detail.
- Able to multitask and work in a fast-paced environment.
- Proficient in MS Office / Google Workspace.
- Good command of English and Chinese (spoken & written).
- Positive attitude, proactive, and able to communicate clearly.
- Experience in event coordination or workshop support is a plus.
