Team Assistant

Job Duties

• Provide diary management support to Regional Heads, including scheduling and rescheduling meetings, interviews, and registering for conferences or seminars.
• Monitor and screen incoming emails, ensuring timely and appropriate delegation to relevant stakeholders.
• Organize departmental meetings by consolidating agendas and, when needed, taking and distributing meeting minutes.
• Support onboarding and offboarding processes, such as preparing orientation schedules for new joiners and coordinating exit procedures for leavers.
• Offer backup support to other secretaries as needed to ensure seamless operations.
• Arrange business travel for team members, covering flights, ground transportation, accommodation, and visa applications; also handle expense claims for Regional Function Heads.
• Maintain and organize departmental electronic filing systems and track annual leave and remote work schedules for relevant teams.
• Deliver general administrative assistance to department staff, including managing business-related expenses and gifts, and ensuring compliance with internal policies.
• Oversee office logistics such as stationery inventory, mail distribution, floor plan updates, locker and key management, and liaising with support teams for office maintenance and repairs.

Requirements

• Possess a university degree with at least 5 years of relevant experience in large international financial institutions, supporting senior management.
• Seeking a detail-oriented, highly organized, globally minded professional with strong proficiency in digital collaboration tools such as Zoom, Microsoft Teams, and SharePoint.
• Demonstrates excellent written and verbal communication skills in English, Mandarin, and Cantonese.
• A flexible and collaborative team player with the ability to effectively manage multiple priorities in a dynamic, fast-paced environment