Administrative Assistant

Purpose

To provide high-quality administrative support across the Hong Kong office, contributing to the smooth running, efficiency and operational effectiveness of internal client groups through proactive, responsive and well-organised assistance.

Key Dimensions

• Undertake all administrative and clerical tasks as required using the most appropriate tools and resources to deliver the service effectively
• Demonstrate flexibility and excellent service in supporting and meeting deadlines of internal client groups
• Proactively contribute to the groups’/firm’s success by actively seeking to improve working processes, anticipating needs of colleagues, and taking action accordingly

Key responsibilities

General administrative support and clerical tasks

• Assist with document preparation, collation, checking, scanning, printing and organising couriers or other dispatch arrangements as required
• Monitor shared inboxes, task queues or incoming requests, ensuring work is triaged, tracked and followed through in a timely manner
• Assist with expense reimbursements and Readsoft entry for payment to vendors, including filing, checking and submitting the appropriate supporting documentation
• Coordinate Hong Kong Company Registry searches
• Support with other ad hoc and regular administrative tasks as required by internal stakeholders across both the practice and Business Teams

​Internal systems and materials

• Amend and update Client Book/Salesforce, including adding relationship meetings, maintaining accurate records and running standard reports as required
• Create, amend and maintain distribution lists
• Support the preparation, formatting and uploading of materials to internal and client-facing systems and platforms
• Assist with maintaining templates, shared resources and standard materials to support consistency and efficient ways of working

Filing and document management

• Establish and maintain effective and accurate filing systems and records, both hard copy and electronic, in the course of transactional and administrative work
• Promote good document management practices by ensuring files are saved accurately, consistently and in the appropriate locations
• Manage archiving of office files, including packing, recording and preparing files for storage in line with agreed procedures

Teamwork and communication

• Use ServiceNow and other relevant systems to manage workflow effectively, prioritising tasks and progressing requests in line with business needs
• Build effective working relationships across the firm to support responsive service delivery and efficient ways of working
• Act as a reliable point of contact for routine administrative queries, resolving straightforward issues and escalating where appropriate
• Proactively offer support to the team in line with the firm’s ‘one team’ approach, sharing workload, knowledge and experience
• Demonstrate flexibility and openness to a broad range of tasks, supporting the wider team during peak periods, absences or changing business needs
• Communicate effectively and demonstrate behaviours in line with the firm’s values while maintaining a professional and service-focused approach

Continuous improvement and development

• Ensure continuous improvement of own competencies and skills in order to provide excellent professional administrative support
• Attend training as required to keep up to date with firm processes, procedures and technologies, sharing learning and practical knowledge with colleagues where helpful
• Identify and suggest improvements to processes and ways of working within own area of responsibility and across the wider team, escalating issues where appropriate
• Take ownership of simple process improvements, templates or guidance materials that enhance efficiency, consistency and service quality
• Use technology confidently to support efficient delivery of routine tasks and improve accuracy, organisation and follow-up

Characteristics, Skills & Experience required

Experience

• A minimum of one year of relevant experience
• Candidates with secretarial experience or experience in a related role within a professional services firm will be an advantage

Character

• Proficient in English and Chinese (Mandarin an advantage)
• Strong documentation and computer skills
• Team player with open mindset, who is flexible and detail-oriented
• Good communication and strong customer services skills
• Excellent organisation skills and ability to prioritise
• Proactive approach with ability to remain calm and focused under pressure or tight deadlines

Education / Qualification

• Diploma or above

Office skills

• IT literate and proficient in Microsoft Word, Microsoft Excel, PowerPoint and Outlook

Technical Skills:

This list of duties and responsibilities above is not exhaustive.  It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.