Apprentice Administrative Assistant - Part-Time

Office Administration 

• Oversee office management including daily operation, business travel, facilities management, procurement and supervision of administrative & IT personnel. 

• Responsible for office facility, cleanliness, equipment, furniture and maintenance, including necessary repairs for smooth running of daily operation and a pleasant working environment. 

• Manage IT and telecommunication services. 

• Negotiate and manage contracts (and vendors) for office lease, office equipment & supply and outsourcing services such as IT, cleaning, travel and hotel. 

• Review and manage the quality and cost effectiveness for office operations and procurement of office equipment, supply and services. 

• Budget and monitor expenses of items and services managed by the department. 

• Regular review of work processes and develop new initiatives to improve efficiency (time & cost) and internal customer experience. 

• Formulate, implement and educate employees on office guidelines and policies, including regular review and update. 

Manage contractors and vendors for office maintenance, renovation and relocation. 

Executive Secretary 

• Provide full secretarial and administrative support to the leadership team e.g. consolidate presentation materials for management reports, prepare and follow up works for internal and external meetings etc. 

• Proactive diary management comprising of extensive travel and heavy meetings schedule, arrangement and coordination of schedules and appointments across different time zones. 

• Manage flight/ground transportation, visa applications, hotel booking and expense claims. 

• Plan, arrange and coordinate in all aspects for on- and off-site company meetings and events

• Provide hospitality to key business partners and visitors. 

Others  

• Support special/ad-hoc projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results. 

• Organise employee engagement activities. 

• Manage employee on-boarding and off-boarding activities when required