Administrative Assistant

Job overview

We are seeking a detail-oriented, proactive, and efficient administrative assistant to support the core management team and the daily operations of the entire office. The ideal candidate is a multi-tasker with excellent communication and organizational skills, able to handle multiple tasks seamlessly and maintain professionalism and calmness in a fast-paced environment. You will be the key figure in ensuring that the office runs efficiently and smoothly.

Main responsibilities

Administrative support:

• Provide efficient administrative support to management (such as CEO, departmental directors, etc.), including schedule management, meeting arrangements, travel reservations and expense report processing.
• Answer the main phone, professionally greet visitors, and manage the company's front desk area.
• Handle daily mail reception, distribution and delivery.
• Responsible for office supplies procurement, inventory management, and cost control.
• Coordinate the maintenance of office equipment (such as printers, copiers, water dispensers, etc.)

Document and Records Management:

• Use Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace to draft, edit and format various business documents, reports, presentations and letters.
• Establish and maintain an efficient paper and electronic file archiving system.
• Responsible for meeting minutes, summarizing meeting minutes and following up on action items.

Meeting and event coordination:

• Arrange and coordinate internal and external meetings, including conference room reservations, equipment preparation, and tea and snack arrangements.
• Assist in the planning and organization of company activities such as annual meetings, team building, and customer reception parties.

Communication and coordination:

• As a bridge between internal and external communication of the company, ensure accurate and timely information transfer.
• Maintain good communication relationships with internal departments and external suppliers/customers of the company.

Other responsibilities:

• Assist in completing special projects and temporary assignments.

Job Requirements

Requirements:

• College degree or above, administration, secretarial or related professional preferred.
• At least 1-2 years of administrative assistant, secretary or related field work experience (for fresh graduates, relevant internship experience may be required).
• Proficient in Microsoft Office office software (especially Word, Excel, PowerPoint).
• Excellent oral and written communication skills in Chinese and English.
• Excellent organizational and time management skills, able to handle multiple tasks and prioritize them.
• Pay attention to details, work diligently, and have a high sense of responsibility.
• Proactive, with the ability to solve problems and work independently.
• Outgoing personality, good team spirit and customer service awareness.

Prioritization conditions:

• Have work experience in [a specific industry, such as: technology, finance, consulting, etc.]
• Familiar with other office software, such as Asana, Trello, Slack or similar office collaboration tools.
• Have basic financial knowledge and be able to handle simple expenses and budget tracking.