Executive Assistant

The Executive Assistant provides comprehensive secretarial and administrative support to the Greater China Regional Managing Director.

In addition to the primary executive assistance, this role ensures the smooth operation of the Hong Kong office by providing dedicated coordination support for Human Resources and Finance services, acting as a central liaison with internal stakeholders and external partners.

Essential Job Duties and Responsibilities:

Executive Assistant Support to Regional Managing Director:

• • Expertly prepare, manage, and coordinate all correspondence, reports, and presentations, including drafting complex letters and official communications to internal and external stakeholders.
  • Attend high-level meetings as required, accurately recording minutes and preparing detailed reports to ensure transparent follow-up and effective communication.
  • Develop and maintain positive working relationships both within the organization and with external partners by ensuring timely and professional responses to all inquiries and communications directed to the RMD.
  • Efficiently coordinate and streamline the flow of information, maintaining the RMD's electronic calendar with prioritized scheduling that balances internal and external demands.
  • Organize comprehensive travel logistics for the RMD, including detailed itineraries covering flights, accommodations, and appointments for both local and international trips.
  • Arrange catering services and book meeting rooms for internal and external meetings, while ensuring that all relevant details (venue, time, contact persons) are communicated well in advance.
  • Manage and assist with the RMD's email traffic by filtering, drafting, and responding to messages, and ensuring adequate time is allocated for administrative and follow-up tasks.

Office Administration Coordination:

• • Oversee the day-to-day operational functionality of the Hong Kong office, ensuring that facilities, equipment, and supplies meet organizational standards and support smooth business operations.
  • Source, negotiate, and manage relationships with vendors, office suppliers, maintenance contractors, and service providers to guarantee cost-effective and reliable service delivery.
  • Ensure strict compliance with local health, safety, and environmental regulations across the office premises.
  • Coordinate office seating plans, manage office moves, and optimize workspace utilization to support staff productivity and organizational growth.
• Human Resources Support:
  • Facilitate administrative processes surrounding employee onboarding and offboarding, including documentation preparation and clearance coordination to ensure smooth transitions.
  • Manage interview logistics, including scheduling, venue booking, and candidate reception, contributing to a positive recruitment experience.
  • Coordinate various HR initiatives such as training sessions, workshops, and team-building activities to foster professional development and team cohesion.

Finance Support Functions:

• • Process vendor payments by collecting, verifying, and ensuring the completeness and compliance of invoices and supporting documentation.
  • Perform accurate data entry for Accounts Payable and Accounts Receivable transactions within the financial system, ensuring timely processing and record-keeping.
  • Track and follow up on payments and reimbursements, assisting with monthly expense claim audits and corporate credit card reconciliations.
  • Manage petty cash procedures diligently, maintaining accuracy and transparency in financial transactions.

Description:

Join International SOS Assistance (HK) Ltd as an Executive Assistant within the MD Office, based in Hong Kong. This vital position supports RMD by providing comprehensive administrative, operational, and coordination assistance to facilitate effective leadership and business success.

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