Roles and Responsibilities:

Office Management

•      Point of contact for all matters pertaining to office upkeep, procurement and management of office equipment

•      Liaising with landlord on tenancy agreement matters, building management for all building matters, and cleaning service provider for housekeeping services

•      Manages office pantry, stationery and all other relevant office supplies

•      Assist in setting up of IT equipment in meeting rooms (such as Zoom/Teams)

•      Liaise and build rapport with third-party service providers (work pass specialist, corporate secretary, employee benefits, IT and telecommunication vendors and contractors)

•      Liaise with corporate service provider for work pass application, renewal, and cancellation

•     Events planning for team-building activities and celebrations

Administrative Support

•      Answering all incoming calls and redirecting them to appropriate party, handling caller enquiries wherever possible

•      Assist in international travel arrangements, including flight, hotel accommodation and Visa applications if required

•      Plan and organise business travel, including flights, accommodation, itineraries, and visas

•      Maintains proper records of employees' data and filing of expense claims

•      Responsible for incoming/outgoing mail and arranging of dispatch

•      Manage correspondence, documentation, and personal records with strict confidentiality

•      Perform any other ad-hoc duties as assigned

Family & Personal Support

•      Coordinate family logistics such as appointments, errands, and personal arrangements including school, medical, travel, and social commitments

•      Assist in sourcing and managing vendors for lifestyle needs (events, gifting, repairs, etc.)

•      Handle last-minute changes and ensure seamless execution of personal/family plans

Requirements:

Experience & Background

•      Minimum of 3-4 years of relevant experience preferred

•      Prior experience or background in family office, or executive PA roles preferred

•      Experience supporting C-suite executives, business owners, or UHNW/HNW individuals and their families preferred

Language & Communication Skills

•      Excellent interpersonal and communication skills

•      Good oral and written communication in both English and Chinese language to liaise with local and counterparts/offices based in China

•      Strong written communication skills for drafting correspondence, minutes, and reports

Work Style, Personal Attributes & Technical Proficiency

•      Ability to prioritize tasks while ensuring a high level of accuracy and attention to detail

•      Must be a self-starter, able to work independently on projects and tasks assigned

•      High flexibility, resourceful with excellent problem-solving skills

•      High level of discretion, integrity, and ability to handle confidential/sensitive information

•      Strong sense of ownership, reliability, and ability to remain composed under pressure or tight deadlines

•      Willingness and flexibility to be contactable or assist outside regular office hours when required

•      Proficient in Microsoft Office (Word, Excel, PowerPoint), as well as online meeting platforms (e.g. Zoom and Microsoft Teams)