A highly respected investment management firm with an impressive track record and leadership team is now looking for a young and energetic Junior Admin Assistant to support their Office Manager, and growing operations in Hong Kong. This is a fantastic opportunity for a proactive and highly adaptable Admin Assistant to to join a fast-paced environment. The ideal candidate should possess both Fluent/Native English and ideally conversational Japanese but not necessary.
RESPONSIBILITIES
Oversee the reception function daily
Answer all main line incoming calls and manage firm voicemail
Greet and direct visitors to the conference room
Coordinate meetings and conference room scheduling
Assist in ordering and management of company catering and events
Provide support for investors and partners meetings
Assist as back up in maintenance of kitchens and common areas
Provide general office support including stocking office supplies and pantries, binding presentations, mail distribution, scanning, and filing documents
Manage various team calendars (inclusive of all meetings across firm, send calendar marker, reflect into group meetings calendar to distribute to partners and firm members)
Coordinate extensive travel (international and domestic) for various teams. Handle any necessary visa work for international travel. Prepare full itineraries (travel, meetings, notes) and car transfers
Coordinating with staff in offices around the world including San Francisco, New York, Tokyo and Shanghai
Handle registration and preparation for conferences
Track PTO and travel for staff
Handle preparation of expense reports for various staff
REQUIREMENTS
Minimum of 3-5 years office experience with demonstrated exposure to a corporate reception desk
Bachelor’s degree
Native English or Fluent English is a must
Conversational Japanese language and Mandarin preferred
Organized, efficient, and able to work in a team environment
Exceptional interpersonal skills
Punctual and detailed-oriented
Ability to prioritize and make decisions in a fast-paced environment
Excellent verbal and written communication skills
Extremely detail oriented
Reliable with a positive attitude, where no task is considered too small or too large
Proficiency in Outlook, Word, Excel and PowerPoint required
Job Code: SM/44783
For further information, please kindly contact Shaleena Mulchandani or email your details across to sm@charlottefrank.com
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Please note that only shortlisted candidates will be contacted
