About the role
We are seeking a highly organised and proactive professional to join our team in a dual-function role. This position is 70% Office Manager – responsible for ensuring the smooth and efficient day-to-day running of the office – and 30% Executive Assistant – providing high-level administrative support to senior management. The ideal candidate is a hands-on problem solver with excellent communication skills, strong attention to detail, and the ability to multitask in a fast-paced environment.
Key Responsibilities:
Office Manager (70%)
1. Office Operations & Facilities Management
Oversee day-to-day office operations to ensure a safe, clean, and efficient working environment.
Manage office facilities, including maintenance, repairs, and vendor coordination (e.g., cleaning, security, IT support, pantry supplies).
Liaise with building management and external service providers on facilities-related matters.
Manage office supplies inventory and procurement, ensuring cost-effective purchasing.
2. Administrative & Vendor Management
Manage relationships with office vendors and service providers, negotiating contracts and ensuring service level agreements are met.
Oversee mailroom operations, courier services, and document management.
Coordinate office insurance, licenses, and regulatory compliance as required.
3. Event & Meeting Coordination
Organise and coordinate internal and external meetings, including logistics, catering, and room setup.
Plan and execute company events, including team building activities, festive celebrations, and employee engagement initiatives.
Assist with visitor management, including welcoming guests and arranging hospitality.
4. Health, Safety & Compliance
Ensure compliance with health and safety regulations, fire safety requirements, and company policies.
Act as the primary point of contact for office safety drills and emergency procedures.
Maintain office policies and procedures, updating as needed.
5. Budget & Expense Management
Assist in preparing and monitoring the office administration budget.
Process invoices, purchase orders, and expense claims in a timely and accurate manner.
Executive Assistant to Senior Management (30%)
1. Calendar & Meeting Management
Manage complex diaries for senior management, scheduling meetings, appointments, and conference calls.
Coordinate internal and external meetings, preparing agendas, materials, and minutes as required.
2. Travel & Logistics Coordination
Arrange domestic and international travel itineraries, including flights, accommodation, transportation, and visas.
Prepare detailed travel packs and itineraries for business trips.
3. Communication & Correspondence
Screen, prioritise, and respond to emails and phone calls on behalf of senior management.
Draft, proofread, and format reports, presentations, and other business documents.
4. Expense & Administrative Support
Prepare and submit expense reports, invoices, and reimbursement claims.
Maintain organised filing systems (both physical and digital) for confidential documents.
5. Project & Ad-hoc Support
Assist with special projects, research, and ad-hoc assignments as directed by senior management.
Support the senior management team with any other administrative needs as required.
Requirements:
Experience & Qualifications
Minimum 15 years of experience in office management, administration, or executive support roles.
Experience in a multinational or fast-paced corporate environment is highly preferred.
Prior experience supporting senior management is an advantage.
Excellent organizational and time management skills, with the ability to multitask and prioritise effectively.
Strong written and verbal communication skills in English, Cantonese, and Mandarin (fluency required).
High level of discretion, integrity, and professionalism.
Proactive, resourceful, and able to anticipate needs.
Experience with expense management systems (e.g., Concur) is a plus.
Strong problem-solving skills and a hands-on approach.
Flexible and adaptable to changing priorities.
Detail-oriented with a "can-do" attitude.
Mature, patient, and emotionally intelligent.
Comfortable working independently and as part of a team.
For further details, please contact Vien Ng or send across your details to vn@charlottefrank.com
(Job Code: VN/79104)
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