Job Description

Overview

Reporting to the Executive Administration Office (EAO), the Administrative Assistant provides reliable day-to-day administrative support to the Household, CEOT, and related entities (e.g., EAO/HO). A key part of the role is

quickly finding and securing the right items

(general administrative purchasing)--using basic

sourcing, comparing, and negotiating

--to meet operational needs on time and within budget. This is

not

a specialist procurement role; speed, accuracy, and service are paramount. The position is high-trust and requires discretion and bilingual communication.

Key Responsibilities

Administrative & Coordination

Provide responsive admin support to CEOT/Household/EAO: schedule vendor visits, book services, prepare simple forms/templates, and maintain basic trackers. Keep renewal/maintenance calendars up to date (warranties, service contracts, insurances, registrations).

Sourcing & Purchasing

Search, shortlist, and

quickly

compare suitable products/services for household, office, hospitality, education, wellness, etc. Obtain quotations, perform straightforward cost comparisons, and recommend options; place approved orders and

track deliveries to completion

. Maintain a simple preferred supplier/contact list and basic rate cards; assist with light vendor onboarding information where needed. Accompany CEOT or delegate for key purchases when required.

Finance & Records

Raise/track requests, approvals, POs, and receipts in the internal system; verify invoices and delivery notes; liaise with Finance/AP on payments.

Petty cash administration (no cash handling):

collect/file receipts and supporting documents; prepare a month-end summary pack. Maintain simple asset and inventory trackers (tagging, warranties, par levels, reorder points). Keep documentation neat and

audit-ready

in line with policies and approval limits.

Facilities & Fleet Support

Coordinate preventive/corrective maintenance for assets (appliances, copiers, furniture), arrange site access, and supervise vendors as needed. Support fleet administration: registration/insurance/road-tax and inspection reminders, service bookings, fuel/parking cards, logbooks, spare keys, and document custody. Keep

basic HSE

practices in check (contractor sign-ins, incident awareness) and support simple insurance claims for property/asset incidents.

People, Travel & Events Support

Prepare simple forms/contracts (e.g., driver hiring, car rental, helper checks); assist onboarding/offboarding checklists and file custody. Coordinate small household events (vendor quotes, supplies, setup). Draft/translate simple templates in

English/Chinese

as needed.

Continuous Improvement

Maintain SOPs, checklists, and templates; suggest pragmatic process and cost improvements.

Skills & Qualifications

Experience:

1-3 years in administration/operations;

some purchasing exposure

(general administrative purchasing) is preferred. Household/family office, hospitality, or facilities coordination is a plus.

Education:

Diploma or above preferred.

Technical:

Comfortable with Microsoft/Google tools; able to build clear comparison tables and trackers.

Purchasing Basics:

Practical sourcing, quotation comparison, simple negotiation, and order tracking.

Finance & Records:

Invoice/PO matching, receipt collation, petty cash reconciliation, simple asset/inventory tracking.

Coordination:

Vendor scheduling and follow-through; ability to juggle multiple requests and meet timelines.

Communication:

Clear written/spoken

English & Chinese

for vendors and household staff. *

Discretion & Service:

High integrity, confidentiality, and a "get-it-done" mindset;

immediate availability is an advantage

.