Apprentice Administrative Assistant

Office Administration  • Oversee office management including daily operation, business travel, facilities management, procurement and supervision of administrative & IT personnel.  • Responsible for office facility, cleanliness, equipment, furniture and maintenance, including necessary repairs for smooth running of daily operation and a pleasant working environment.  • Manage IT and telecommunication services.  • Negotiate and manage contracts (and vendors) for office lease, office equipment & supply and outsourcing services such as IT, cleaning, travel and hotel.  • Review and manage the quality and cost effectiveness for office operations and procurement of office equipment, supply and services.  • Budget and monitor expenses of items and services managed by the department.  • Regular review of work processes and develop new initiatives to improve efficiency (time & cost) and internal customer experience.  • Formulate, implement and educate employees on office guidelines and policies, including regular review and update.  Manage contractors and vendors for office maintenance, renovation and relocation.  Executive Secretary  • Provide full secretarial and administrative support to the leadership team e.g. consolidate presentation materials for management reports, prepare and follow up works for internal and external meetings etc.  • Proactive diary management comprising of extensive travel and heavy meetings schedule, arrangement and coordination of schedules and appointments across different time zones.  • Manage flight/ground transportation, visa applications, hotel booking and expense claims.  • Plan, arrange and coordinate in all aspects for on- and off-site company meetings and events • Provide hospitality to key business partners and visitors.  Others   • Support special/ad-hoc projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.  • Organise employee engagement activities.  • Manage employee on-boarding and off-boarding activities when required