Executive Assistant & Administration Manager (Bilingual – English & Mandarin)

Job Description

Job Responsibilities

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Personal Assistant:

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• Manage the Chairman’s schedule, coordinate meetings, arrange travel, and handle daily tasks.

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• Draft, review, and organize important company documents, reports, and correspondence.

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• Organize board meetings and executive meetings, take minutes, and follow up on action items.

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• Serve as a liaison between the Chairman and internal departments/external partners to ensure efficient communication.

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• Accompany the Chairman to business negotiations, high-level meetings, and industry events, providing necessary support.

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• Assist in managing business projects assigned by the Chairman, tracking progress and reporting key updates.

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• Maintain confidentiality of sensitive documents in the Chairman’s office.

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• Handle urgent tasks or unexpected situations with flexibility and resourcefulness.

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Office Management:

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• Assist with the processing and management of employee visa applications.

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• Team establishment, to support HR functions, including recruitment, onboarding, employee records, and compliance with local labor laws.

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• Plan and coordinate meetings, travel arrangements, and company events.

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• Ensure compliance with local regulations and company policies.

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• Act as a cultural bridge between the HK office and global teams, facilitating effective communication and collaboration.

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• Handle ad hoc tasks and provide general administrative support to the group management team.

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Required Skills and Qualification:

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• Education Background: Bachelor Degree or above;

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• 3+ years of experience as an executive assistant or in a similar administrative role, with knowledge of corporate operations.

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• （Must）Excellent written and verbal communication skills in both Chinese and English, with the ability to draft professional documents.

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• Proficiency in Microsoft Office (Word, Excel, PowerPoint).

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• Knowledge of employee visa application processes.

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• Strong planning and coordination for meetings, travel, and events.

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• Ability to handle ad hoc tasks and adapt to changing needs.

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• Precision in administrative tasks and compliance.

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