The Administrative Assistant is responsible for providing administrative support and reports to the HR Manager. The position requires continual attention to detail, understanding priorities, meeting deadlines, and the ability to juggle multiple competing tasks and demands. Work also requires flexibility and coordination with other team members to accomplish overall team goals.

Key Responsibilities

• Welcome visitors and maintain receptionist area and all common areas in a clean and tidy manner at all times
• Sort, organize and distribute mail
• Assign, record, and affix tagging to all internal fixed assets
• Compose routine letters, emails and memorandum ensuring accuracy and professionalism
• Provide assistance in shipping, purchasing, tagging fixed assets, bar codes, label creation, & etc.
• Prepare and process expense reimbursement reports for managers
• Organize and schedule meetings, keep appointments and meetings on time or change schedules when necessary and ensure they are prepared in advance of each meeting book meeting rooms and take meeting notes as needed
• Support the recruitment process including booking and preparing the conference room, confirming interview meetings, ordering lunches, and ensuring all logistical aspects of the meeting run smoothly
• Assist in scheduling new hire orientations and maintaining orientation materials
• Use Microsoft Word to develop and revise documents, apply templates to existing documents, and format materials to align them with branding standards
• Use PowerPoint to create slideshows of valuable information through charts and images in presentations supporting executive management
• Participate collaboratively in cross-functional teams and projects to develop, implement, and maintain organizational processes, tools, and documentation, as assigned
• Provide back-up to other administrative staff as necessary
• Other projects and duties as assigned

Job Requirements

• Minimum 3 years of Administration experience with a Bachelor's degree
• Proficient in MS Office Suite & Google Workspace
• Excellent communication verbal & written
• Attention to detail
• Eager to learn
• Multilingual speaker in English and Mandarin is desirable.