Executive Assistant / Office Manager

Job Description

We are looking for a new Executive Assistant to support our executive team. You will manage mostly business related tasks for the team such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems and have experience as an executive or administration assistant in the past.

Duties and Responsibilities

Human Resources

  • Responsible for local staff compensation and benefit salary calculation, MPF, tax declare, insurance, etc.

  • Follow and implement Corporate policy and regulation to local: on-boarding, off-boarding, performance management, etc.

  • Coordination with relevant government department on work visa application and renewals.

  • Supporting HR functions in HK and all offices in different cities, handle employee on-boarding and termination, developing HR policies, recruitment support, attendance & leave record.

FRA

  • Preparing financial statements, reports, memos, invoices letters, and other documents.

  • Handling basic bookkeeping tasks.

  • Oversee office administration expenses, prepare forecast and budget reports.

  • Establish office policies and guidelines, implementing and promoting equality and diversity policy; managing filing systems.

Office Management & Operation

  • Coordinate office activities and operations to secure efficiency and compliance to company policies.

  • Organize and coordinate the operations of the work space in ways that ensure maximum productivity.

  • Supervise the work of employees and provide feedback and counsel to improve efficiency and effectiveness.

Desired Skills and Experience

  • Proof of performance in the area of internal services, staff management, and finance, possible also infrastructure / service, administration / quality management .

  • Exposure to HR and Accounts functions in previous roles.

  • In-depth understanding of entire MS Office and Google suite.

  • Experience in the execution of strategic projects.

  • Knowledge in business software (eg. XERO, CRM).

  • Strategic understanding and entrepreneurial thinking.

  • Ability to organize a daily workload by priorities.

  • A proactive approach to problem-solving with strong decision-making skills.

  • Experience working for an International company or startups work space.

  • Excellent project management skills and a customer service focus.

  • English and Cantonese, Mandarin would be an advantage.