Personal Assistant cum company admin.

Key Responsibilities:

Executive & Personal Support:

1. Act as the primary point of contact for the Director's schedule, coordinating meetings, calls, and stakeholder communications.

2. Arrange domestic/international travel, including flights, hotels, visas, and detailed itineraries tailored to preferences.

3. Handle personal errands, family/household tasks, and liaise with vendors (e.g., repairs, reservations)

4. Manage complex calendars, schedule appointments, and arrange travel (business & personal).

5. Act as a gatekeeper for communications (email/phone), prioritizing urgency and confidentiality.

6. Run errands, plan events, and handle ad-hoc personal tasks as required.

7. Be available to accompany the Director on trips (domestic/international) when required.

Office Administration:

1. Manage front office operations, including reception, visitor management, and incoming/outgoing correspondence.

2. Oversee procurement and vendor management, including negotiations of service contracts, office supplies, and corporate subscriptions.

3. Develop, implement, and improve administrative systems, policies, and procedures to ensure organizational efficiency.

4. Support HR processes such as onboarding, employee engagement activities, and coordination of training sessions.

5. Liaise with IT support/vendors to ensure smooth operation of office technology, including hardware, software, and system access.

Company Property and facility management:

1. Oversee company property and asset management, including office premises, lease agreements, and facilities maintenance.

2. Manage relationships with building management, landlords, and external contractors for utilities, security, cleaning, and repair works.

3. Track and report on company assets (e.g., office equipment, company vehicles, leased properties), ensuring compliance with audit and insurance requirements.

4. Plan and manage office renovation, relocation, or expansion projects, including cost control and contractor coordination.

5. Ensure compliance with workplace safety, security, and environmental regulations related to company premises.

6. Prepare regular administrative and facility management reports for management review (e.g., cost tracking, vendor performance, office utilization).

7. Support budgeting and expense monitoring for company administration and property management functions.

8. Assist in project coordination tasks where cross-department administrative support is required.

Qualifications and Requirements

1. At least 3 years of relevant experience in office administration and executive/personal assistant roles.

2. Ability to handle multiple tasks simultaneously and work efficiently under pressure.

3. Discreet, professional, and able to handle sensitive information with a high level of integrity.

4. Willingness to work flexible hours and travel frequently as required.

5. Proficient in Microsoft Office applications, with strong written and spoken skills in both English and Chinese.

6. Proactive and positive attitude, adaptable to multitasking, with the ability to work independently.