Miscellaneous

[ Global Operations ]

Office Administrator

Operations Officer

[ Executive Office ]

Executive Administrative Assistant

< ROLE >
Do you enjoy helping others and are you proud of the service you provide to those you support? Do you appreciate having freedom to make decisions on your own? Are you looking for variety in your next administrative position? If you said ‘Yes’ to all of these, then keep reading and apply below! The Executive Administrative Assistant plays a supportive role in the organization to undertake a variety of administrative tasks. The Executive Administrative Assistant helps to keep an organization running smoothly by taking care of the administrative and organizational tasks that make the organization function. In particular, the role involves performing clerical and office services and miscellaneous clerical, accounting and administrative functions for the organization’s Executive Office. Furthermore, the Executive Administrative Assistant will perform tasks that will help the company monitor its revenues and expenses. You will be responsible for keeping track of money owed to the company by customers, money owed by the company to vendors, preparing invoices and updating records. As an Executive Administrative Assistant, you must be accurate and reliable in handling accounts and documents. Being good at math and having a high degree of organizational ability and discretion are essential factors for the role due to the great amount of financial information. Since you will be using technology to expedite your work, a degree of computer knowledge is required. The ultimate goal of the Executive Administrative Assistant is to contribute to the accurate management and preparation of the company’s record-keeping processes, operational functions and financial operations (e.g. tracking and documenting bills payable & receivable), as well as safeguard the company’s business operations and income and overall well-being.

< DUTIES & RESPONSIBILITIES >
Screening & Answering calls, taking messages and handling correspondence
Managing calendars, maintaining diaries and arranging appointments
Making travel, meeting and event arrangements
Typing, preparing and collating reports and financial data
Filing
Organizing and servicing meetings (producing agendas and taking minutes)
Managing databases
Prioritizing workloads
Implementing new procedures and administrative systems
Liaising with relevant organizations and clients
Coordinating mail-shots and similar publicity tasks
Invoicing, Logging and processing of bills and expenses
Acting as a receptionist and/or meeting and greeting clients
Recruiting, training and supervising junior staff, other support staff and customer relations
Required to have strong computer and internet research skills
Flexibility and excellent interpersonal skills
Project co-ordination experience
The ability to work well with all levels of senior management and staff, as well as outside clients and vendors
Sensitivity to confidential matters is essential
Managing account balances to discover outstanding debts or other inconsistencies
Collecting all information needed to calculate bills receivable
Checking the data input in the accounting system to ensure accuracy of final bill
Issue invoices and bills and send them to customers through various channels (mail, e-mail etc.)
Issue customer and vendor account statements periodically or whenever necessary
Receive payments through various methods (cash, online payments etc.) and check for credibility
Send reminders for payments and contact customers and vendors when assigned
Update accounting records with new payments, balances, customer and vendor information etc.
Answer questions and handle complaints from customers and negotiations with vendors regarding bills receivable & payable
Report on activity to senior or upper management

< JOB QUALIFICATIONS & REQUIREMENTS >
A minimum Secondary Academic Qualification in one or more of the following:
GCSE / IGCSE
IB / A Level
HKDSE [Hong Kong Diploma of Secondary Education]
High School Diploma / GED [General Educational Development/Diploma]
A Bachelor Degree in one or more of the following subjects [Bonus Criteria]:
Business
Business Intelligence
Finance
Information Technology
Computer Science
Engineering
Mathematics
Physics
Economics
English
Candidates should demonstrate the following qualities & soft skills that are critical to success for this role:
3-5 years prior relevant office administrative experience
Proven experience as billing clerk or general accounting experience
Adherence to laws and confidentiality guidelines
Excellent math ability
A high level of analytic and problem-solving skills
Ability to sift through complex data and critical information for the company to determine where discrepancies may exist in data
Analytical and critical thinking capabilities
Strong interpersonal and collaborative team-working skills, and ability to develop and maintain good working relationships
Good communication, customer service and relationship-building skills with both internal and external counterparties
Exceptional written and verbal communication skills in English (and Chinese)
Experience and maturity to work cultural diversities and ability to communicate ideas, standards and policies with confidence
Ability to work independently whilst managing multiple projects or tasks simultaneously
Ability to be multi-dimensional, completing special projects when requested by others
Ability to learn new technologies quickly
Good organizational, prioritization and time management skills and an ability to stick to strict deadlines
Ability to follow processes, and to take work direction from various sources and meet the requirements of various different internal and external counterparties whilst balancing the priorities
Strong documentation skills
Commercial and business awareness
Significant attention to detail and desire to probe further into data
Negotiation skills
Assertiveness
Flexibility
Tact, discretion and diplomacy
Ability to be proactive and to use your initiative: To see what needs doing and to do it
Proficiency in standard software packages (eg Microsoft Office, Word, Excel, Outlook, Power Point), different databases and mainframe systems, and ability to learn bespoke packages if required
Familiar with processing of invoices and knowledge of invoice terms
Knowledge of company benefits to assist other employees
Advanced knowledge of office practices and procedures
Ability to make presentations as required