Operation & Admin Executive

This role involves secretarial and administration support to senior executives. Additionally, the role will also require planning, organizing, and executing internal company events. The individual will need strong communication and coordination skills to work effectively with various internal and external stakeholders. Handling and safeguarding confidential information is a critical aspect of the job.

Key Responsibilities

Secretarial Administration

1. In charge of the day-to-day administrative functions for the whole office.
2. Provide full range of secretarial and administrative support to senior executives (board related matters, vetting board resolutions in both English & Chinese, assisting in preparing necessary documentation for board appointments and filings).
3. Coordinate and facilitate the executive’s calendars to arrange appointments, meetings, and overseas trips.
4. Handle expense claims and general administration activities.
5. Manage correspondence, including emails and phone calls, and respond to inquiries promptly.
6. Maintain filing systems and ensure all documents are organized and up to date.
7. Take charge of all facility management matters such as maintaining office equipment.
8. Oversee the procurement and administration of all office supplies and pantry supplies.
9. Organize company events and staff activities.
10. Manage corporate and staff gifts and hampers.
11. Support various projects and any other ad-hoc duties as assigned.

Event Management

1. Plan and manage end-to-end event logistics for biannual General Management Meetings (GMM), including venue, scheduling, and vendor coordination.
2. Oversee event registration, attendee communication, and distribution of materials and agendas.
3. Work closely with stakeholders such as board members, managing directors, and vendors to ensure smooth event execution, including handling hotel, visa, transport, meals, and other logistics for HODs and attendees.
4. Provide secretarial and administrative support to HODs, including room bookings and scheduling throughout the event planning process.

Requirements

1. Minimum Diploma in Business or other related field.
2. Proficient in Microsoft Office.
3. Minimum of 6 years’ experience with overall administrative secretary and some experience in end-to-end event management will be preferred. Secretarial experience at management level will be preferred.
4. Able to multi-task and work in a fast-paced environment. Meticulous & attention to detail with a positive attitude.
5. Highly professional manner and strong work ethic.
6. Twice a year travelling is required for GMM.
7. Good communication skills in English and Chinese, both written & spoken, are required for this role in order to liaise with China counterparts.