Job Title: Administrative Assistant
Reports to: Office Manager
Location: Hong Kong

 

Job Purpose

• To provide an exceptional administrative and coordinator service to the ISDA, APAC offices.
• Assist a team of professional staff on the daily administrative work, as well as making wider contributions to the team at ISDA.

 

Duties and Responsibilities

Assisting Senior Executives Function:

• Handling meeting schedules with MS Calendar, Teams and Zoom
• Send a high volume of email correspondence to committee members, members of the association and participants in the derivatives industry, ensuring accuracy, professional language and attention to detail are always maintained
  •  Follow instruction of senior executive to prepare general correspondence and memos
  •  Organize and prioritise information to be distributed electronically
• Maintain the accuracy of the committee member lists and update the list in a timely manner
• Arrange and assist working group and committee meeting
• Prepare and develop PowerPoint presentations
• Managing data and document filing with ICMS system
• Arranging travel itineraries, business travel visa applications, preparing travel expense reports and cost management in booking travel arrangements
• Ad hoc task and other related projects and duties as requested

Daily Administration Function:

• Answer main phone and monitor general ISDA Asia Pacific email inbox, take messages, field, answer and follow up where appropriate, on all routine and non-routine questions, sort and distribute daily mail and courier packages
• To take stock, organize pantry spaces and office supplies
• Manage office meeting room schedules; prepare custom documents for international courier services
• Manage data entry of the account payment voucher file and the list of the vendor list
• Report any issues that could affect the daily office operation to Office Manager e.g., protests, serve weather, etc.
• Handle the logistics for overseas staff’s visit: arrange Uber to meeting venues and order takeout.
• Assist with large distribution and print jobs and other need request from various ISDA departments
• Support Office Manager to ensure that office equipment is continuously operational
• Assist office manager to handle the general appearance of office, including walk around, compiling checklist for maintenance issues, and placing maintenance requests with vendors and building management
  •  Maintain the condition of the office and arranging for necessary repairs (signage, organizing storage, waste disposal, issues re air-con, door access, cleaning, assisting re archiving, etc.). contacting and arranging old IT equipment given to charity (along with IT)
  •  Support Office Manager to handle the Emergency notification system
• Assist Conferences team with meeting set-up, arrange conference name badges, food orders and deliveries, etc.
• Assist Office Manager for the Health & Safety within the office, e.g., fire drills, etc.
• Assist Office Manager to take supplies inventory, including furniture; anticipate needed supplies, including PPE; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Assist and support Office Manager in organizing office staff events, e.g., Member’s Christmas Reception, Away Days and Volunteer Days – coordinate and logistics

 

Relevant Skills and Abilities

• Candidate should be proficient in written English and Chinese and fluent in English, Mandarin and Cantonese
• Ability to be flexible in day-to-day tasks and responsibilities
• Takes initiative to anticipate and deal with office issues
• Must be able to deal with busy schedules, working well under pressure
• Strong appreciation for punctuality and attendance, demonstrating work effectiveness, persistency, and commitment to task completion- professional, organizational and time management skills
• Excellent written and verbal communication skills
• Proven ability to prepare high quality documentation and the capacity and confidence to deal with a wide range of individuals from vendors to ISDA employees

 

Qualifications & Experience

• Bachelor’s degree in any discipline is desirable
• Candidate should be fluent in English, Mandarin and Cantonese
• Proficiency in written English and Chinese is essential
• At least 3 years of experience as a PA, EA or Secretary, preferably within a financial institution or professional services company
• Good interpersonal and communication skills
• Excellent telephone manner with pleasant positive personality
• Pro-active, dedicated and a team player
• Good organizational skills & able to prioritize different assignments
• Responds quickly to new instructions, situations, methods, and procedures
• Displays an ability to learn rapidly and adapt quickly to changing situations
• Expertise with Microsoft Office Suite with particular focus on Outlook, Word, Excel and PowerPoint required
• Experience with Adobe Acrobat would be desirable.

 

To apply, click here.