Job Description

To ensure the effective execution of all office and administrative functions through clear division of responsibilities, providing comprehensive secretarial and administrative support to facilitate the implementation of management policies, plans, strategies, decisions, and objectives. The department ensures the smooth daily operation of the company office, maintains all equipment in good working condition, and promotes the professional growth and well-being of employees by providing a fair and supportive work environment.

Job Responsibilities

Coordinate and manage meeting schedule for business partners, subsidiaries, and internal departments. Prepare and submit approval requests,reports, and presentation materials to the Group. Arrange business travel for expatriate executives, including air ticketing, visas, hotel reservations, and transportation. Draft official letters, meeting minutes memos and responses to correspondence, ensuring timely follow-up. Coordinate and assist in hosting visiting delegations, arrange executive lunches and related hospitality services. Provide support for shareholder meetings, results announcements, and corporate events. Assist executives in attending business functions such as ship visits, dinners, and corporate events. Organize special internal events including regional meetings, company event and festive celebrations. Coordinate the distribution of gifts or festive items. Maintain liaison between executives and external organizations, arrange company drivers and transportation schedules. Negotiate service contracts with hotels and suppliers. Supervise reception and front-desk operations. Oversee office maintenance and oversee the purchase, maintenance, and usage of company vehicles. Procure and control office supplies and stationery inventory, pantry supplies and staff refreshments. Coordinate meeting room reservations and scheduling. Provide technical and equipment support for meetings and conferences.
Information Technology (IT) Management


Manage and execute agreements between the company and IT service providers. Procure IT hardware including computers, laptops and servers through approved vendors. Coordinate communication and technical support between the company and IT suppliers. Perform other tasks and special assignments as directed by senior management.



Job Requirement


Bachelor's degree or above in Business Administration, Management, Human Resources, Secretarial Studies, Public Administration, or related disciplines. A Master's degree in Business Administration (MBA) or related field is preferred for senior managerial or executive-level roles. Detail oriented and meticulous, able to handle stress in a fast-paced environment Ability to work independently in high-volume. * Bilingual in English and Mandarin with written Chinese is preferred (to liaise with Mandarin speaking associates and for work purposes).