Team Assistant/ Admin Assistant

Job Duties

• Provide diary management support to Regional Heads, including scheduling and rescheduling meetings, interviews, and registering for conferences or seminars.
• Monitor and screen incoming emails, ensuring timely and appropriate delegation to relevant stakeholders.
• Organize departmental meetings by consolidating agendas and, when needed, taking and distributing meeting minutes.
• Support onboarding and offboarding processes, such as preparing orientation schedules for new joiners and coordinating exit procedures for leavers.
• Offer backup support to other secretaries as needed to ensure seamless operations.
• Arrange business travel for team members, covering flights, ground transportation, accommodation, and visa applications; also handle expense claims for Regional Function Heads.
• Maintain and organize departmental electronic filing systems and track annual leave and remote work schedules for relevant teams.
• Deliver general administrative assistance to department staff, including managing business-related expenses and gifts, and ensuring compliance with internal policies.
• Oversee office logistics such as stationery inventory, mail distribution, floor plan updates, locker and key management, and liaising with support teams for office maintenance and repairs.

Requirements

• Possess a university degree with at least 5 years of relevant experience in large international financial institutions, supporting senior management.
• Seeking a detail-oriented, highly organized, globally minded professional with strong proficiency in digital collaboration tools such as Zoom, Microsoft Teams, and SharePoint.
• Demonstrates excellent written and verbal communication skills in English, Mandarin, and Cantonese.
• A flexible and collaborative team player with the ability to effectively manage multiple priorities in a dynamic, fast-paced environment

If this job isn't quite right for you, but you know someone who would be great at this role, why not take advantage of our referral scheme? We offer HKD1000 in Apple gift cards for every referred candidate who we place in a role. Terms & Conditions Apply. https://www.ambition.com.hk/refer-a-friend