Specific Responsibilities include but are not limited to:
61 Assist with the implementation and monitoring of existing departmental Business Plan and Budget (BPB)and formulation of new BPB.
61 Plan, update and maintain departmental administrative budget, conduct accurate budget analysis and report on budget matters, lead departmental procurement matters and events budgeting, review office documents, such as process invoices and maintain an up-to-date record of vendor payments and contracts.
61 Maintain departmental archive, webpage, and promote internal communication and information sharing and coordinate with functional teams as needed.
61 Assist in inter-departmental work/activities by serving as focal point as required (such as business continuity, office space management, training), liaising with internal and external contacts and determine priorities for incoming queries and requests while ensuring all queries and requests are addressed in a timely manner.
61 Perform complex and confidential administrative responsibilities, including independently preparing correspondences, brief meeting minutes and memos. Maintain professionalism and strict confidentiality with all materials.
61 Manage senior executive(s)’/Officer(s)’ schedule and maintain up-to-date files and records of all correspondence and documentation related to the office/department that the assistant is working for.
61 Perform basic research work including preparation of background documents (e.g., preparing presentation slides for executives, collecting background information for appointments, data collection and report generation, etc.).
61 Organize meetings, events, workshops, and conferences; provide the full scope of logistical support, including preparing for schedules, informing participants, confirming dates and times, sending electronic or paper invitations, drafting slides, taking and distributing minutes and notes, and other support may be instructed.
61 Any other tasks that may be assigned from time to time by the supervisors or senior officer(s).
Candidate Requirements
61 Bachelor’s degree or above in related fields from a reputable university
61 At least 3 years of relevant experience in either management and support, operational and administrative support in the international/financial institution
61 Proficient in verbal/written English and Chinese
61 Strong problem-solving skills to know how to identify and solve such problems
61 Ability to work under pressure and tight deadlines
61 Comprehensive knowledge of project management and operational services
61 Proficiency in current investment-related and business applications, and corporate IT systems
61 Excellent interpersonal, diplomatic, and organizational skills as well as the ability to juggle multiple priorities
61 Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation
61 Experiences of working in a multi-national environment with a dispersed workforce will be a plus
61 Ability to deal with extremely confidential and sensitive information
61 Proven experience with MS Office Applications is a must