Admin Assistant

Health Service Administrative Assistant

Position: Health Service Administrative Assistant
Location: Hong Kong Island

Primary Purpose:

On-site role supporting Health Service Team in Hong Kong and remotely Japan with daily administrative tasks, ensuring smooth operations and coordination. Responsibilities include managing communications, organizing meetings, handling logistics, and providing cross-functional support. Additionally, the role supports Benefits and Wellness programs, managing travel, expenses, compliance, and assisting event organization.

Key Responsibilities:

• Support Program Manager with daily administrative tasks, including emails, calls, meetings, and visitor coordination.
• Assist with medical case management, including collecting employee information, scheduling medical appointments, and managing records.
• Collaborate with team members in Hong Kong and Japan, providing administrative support as needed.
• Manage complex diaries for multiple leads, coordinating with internal and external parties, and handling meeting logistics.
• Organize conferences, training, and meetings, including multimedia needs.
• Manage phone lines and ensure accurate message delivery and provide phone coverage with other assistants during absences.
• Act as the first point of contact for leads and teams, filtering queries.
• Handle logistics for team meetings, including agendas and minutes.
• Manage visitor registration and ensure their comfort.
• Arrange global and local travel for leads, including itineraries.
• Manage expenses for leads, ensuring compliance with firm policy.
• Support ongoing projects, track progress, and meet deadlines.
• Assist with finance processes, such as coding invoices.
• Create and format presentations and documents.
• Adhere to compliance regulations and secure approvals.
• Organize team social activities and events.
• Update internal webpages.
• Assist with Benefits and Wellness events.
• Provide broader support and ad-hoc administrative assistance as needed.

Required Experience and Qualifications:

• Bachelor's degree in business administration, management, or a related field is often preferred.
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with managing IT systems and tickets.
• Good communication fluency in English (Chinese and/or Japanese a plus).
• Prior experience as an assistant, or in an administrative and/or customer service role.
• Solid organizational skills and capability to multi-task and prioritize effectively, strong attention to detail.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally.
• Strong work ethic with a positive attitude and growth mindset.
• Ability to work well under pressure and stay professional in a busy environment.
• Discretion-ability to always handle sensitive matters confidentially.
• Able to complete meeting minutes without recording/AI assistance.

Note: Only open to residents in Hong Kong.
CV Submission: [email protected]

Description:

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