Executive Assistant – Admin & HR Support - #1108665

Job Summary:

We are seeking a highly organised and meticulous individual to join our team as an Executive Assistant – Admin & HR Support. This is a hybrid role ideal for someone who is trustworthy, efficient, and detail-oriented, with strong communication skills in both English and Chinese. You will play a vital supporting role in ensuring smooth day-to-day administrative operations and HR documentation.

Key Responsibilities:

Executive Assistant (PA) Duties:

• Provide direct administrative support to the Managing Director and HR Manager (e.g., scheduling meetings, calendar management, travel arrangements, and follow-ups).

• Assist with drafting and formatting memos, letters, and other correspondence.

• Handle confidential information with discretion.

HR Administrative Duties:

• Assist with onboarding and offboarding processes (e.g., comfortable communicating with new hire (of different nationalities), employment letters, forms, document collection).

• Maintain and update employee records and files securely and accurately.

• Prepare HR-related documents and correspondences.

• Handle sensitive employee information with utmost confidentiality and reliability.

General Administrative Duties:

• Maintain well-organised and properly named digital filing systems, following consistent naming conventions.

• Coordinate office supply purchases, service providers, and basic facilities matters.

• Prepare simple template, memo or summaries using Microsoft Word or Excel (basic level).

• Support with internal communications.

Perform other ad hoc administrative or support duties as assigned by management.

Requirements:

• Meticulous and detail-oriented – accuracy is key in all admin and filing work.

• Well-organised and able to multitask in a fast-paced environment.

• Strong sense of responsibility and reliability, especially when handling confidential HR matters.

• Proficient in basic Microsoft Office tools (Word and Excel – basic functions only).

• Fast learner and willing to pick up new administrative procedures or tools.

• Excellent communication and writing skills in both English and Mandarin Able to work independently with minimal supervision.

"We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients."

Preferred Qualities (Nice to Have):

• Prior experience in administration or HR support is an advantage.

• Familiarity with cloud-based filing systems (e.g., Google Drive, OneDrive).

• A positive, can-do attitude and a team-player mindset.