Administrative Assistant

Position Summary

The Administrative Assistant II provides dedicated administrative support to two senior executives while also serving as the primary coordination point for team administrative activities. This role is responsible for executive calendar management, travel coordination, expense administration, and a wide range of team support functions that contribute to operational efficiency and a positive employee experience.

The successful candidate must demonstrate strong organizational skills, attention to detail, professionalism, discretion in handling confidential information, and the ability to effectively collaborate with stakeholders across multiple regions. Mandarin proficiency is essential to support business communication and coordination.

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Key Responsibilities

1. Executive Calendar and Meeting Management

• Manage and optimize complex calendars for two senior executives, prioritizing meetings to align with business objectives and proactively resolving scheduling conflicts.
• Meeting Logistics, coordinate all aspects of internal and external meetings, including room reservations, virtual setups, agendas, and invitations.
• Stakeholder coordination, liaise with internal and external partners to ensure seamless meeting readiness and attendance.

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2. Travel Coordination

• End-to-End Travel Planning, coordinate domestic and international travel arrangements—including flights, accommodations, ground transport, and visa applications—in compliance with company policies and budgets.
• Prepare detailed travel itineraries, manage updates, cancellations, or urgent issues, and serve as the primary point of contact for all travel-related inquiries.

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3. Expense Management

• Accurately prepare, review, and submit expense reports for assigned executives on time. Verify receipts and documentation against company policies
• Monitor claim status, approvals, and reimbursements, actively resolving any exceptions.
• Maintain Records, audit-ready digital or physical archives of all claims records.

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4. Operations & Admin Support

• Streamline day-to-day team operations, maintain shared resources, and manage internal documentation and filing systems.
• Plan and execute team meetings, town halls, offsites, business reviews, and internal events.
• Manage the end-to-end setup process for new hires and departing employees, including workspace prep, system access, and equipment requests.
• Handle purchase orders, procurement requests, vendor coordination, and basic budget tracking.
• Coordinate team-wide announcements, communications, and logistics for internal initiatives.
• Monitor deadlines for mandatory training, compliance tasks, and key administrative deliverables.

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Qualifications

• Tertiary Education in any discipline.
• Minimum 2 years of experience in executive assistant, secretarial, administrative support, office administration, or related roles.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related collaboration tools.
• Strong verbal and written communication skills in English and Mandarin Chinese.
• Excellent organizational, coordination, and multitasking abilities.
• Ability to work independently and effectively manage competing priorities in a fast-paced environment.
• High level of professionalism, discretion, and attention to detail.

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Core Skills:

• Time management
• Attention to detail
• Problem-solving
• Prioritization
• Communication & Stakeholder Management

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Preferred Qualifications

• Experience supporting senior leaders or executives.
• Experience providing administrative support to larger teams or departments.
• Familiarity with corporate travel and expense management systems.
• Experience coordinating team events, onboarding activities, or office operations.
• Experience working in a multinational or regional business environment.