Job Description

Job Summary:

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We are seeking a highly organised and meticulous individual to join our team as an Executive Assistant - Admin & HR Support. This is a hybrid role ideal for someone who is trustworthy, efficient, and detail-oriented, with strong communication skills in both English and Chinese. You will play a vital supporting role in ensuring smooth day-to-day administrative operations and HR documentation.

Key Responsibilities:

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Executive Assistant (PA) Duties:

Provide direct administrative support to the Managing Director and HR Manager (e.g., scheduling meetings, calendar management, travel arrangements, and follow-ups). Assist with drafting and formatting memos, letters, and other correspondence. Handle confidential information with discretion.

HR Administrative Duties:

Assist with onboarding and offboarding processes (e.g., comfortable communicating with new hire (of different nationalities), employment letters, forms, document collection). Maintain and update employee records and files securely and accurately. Prepare HR-related documents and correspondences. Handle sensitive employee information with utmost confidentiality and reliability.

General Administrative Duties:

Maintain well-organised and properly named digital filing systems, following consistent naming conventions. Coordinate office supply purchases, service providers, and basic facilities matters. Prepare simple template, memo or summaries using Microsoft Word or Excel (basic level). Support with internal communications.
Perform other ad hoc administrative or support duties as assigned by management.

Requirements:

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Meticulous and detail-oriented

- accuracy is key in all admin and filing work.

Well-organised

and able to multitask in a fast-paced environment.

Strong sense of responsibility

and reliability, especially when handling confidential HR matters. Proficient in

basic Microsoft Office tools

(Word and Excel - basic functions only).

Fast learner

and willing to pick up new administrative procedures or tools. Excellent

communication and writing skills in both English and Chinese

. Able to work independently with minimal supervision.

Preferred Qualities (Nice to Have):

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Prior experience in administration or HR support is an advantage. Familiarity with cloud-based filing systems (e.g., Google Drive, OneDrive). * A positive, can-do attitude and a team-player mindset.