Admin Assistant

• Support Program Manager with daily administrative tasks, including emails, calls, meetings, and visitor coordination.
• Assist with medical case management, including collecting employee information, scheduling medical appointments, and managing records.
• Collaborate with team members in Hong Kong and Japan, providing administrative support as needed.
• Manage complex diaries for multiple leads, coordinating with internal and external parties, and handling meeting logistics.
• Organize conferences, training, and meetings, including multimedia needs.
• Manage phone lines and ensure accurate message delivery and provide phone coverage with other assistants during absences.
• Act as the first point of contact for leads and teams, filtering queries.
• Handle logistics for team meetings, including agendas and minutes.
• Manage visitor registration and ensure their comfort.
• Arrange global and local travel for leads, including itineraries.
• Manage expenses for leads, ensuring compliance with firm policy.
• Support ongoing projects, track progress, and meet deadlines.
• Assist with finance processes, such as coding invoices.
• Create and format presentations and documents.
• Adhere to compliance regulations and secure approvals.
• Organize team social activities and events.
• Update internal webpages.
• Assist with Benefits and Wellness events.
• Provide broader support and ad-hoc administrative assistance as needed.

• Bachelor's degree in business administration, management, or a related field is often preferred.
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with managing IT systems and tickets.
• Good communication fluency in English (Chinese and/or Japanese a plus).
• Prior experience as an assistant, or in an administrative and/or customer service role.
• Solid organizational skills and capability to multi-task and prioritize effectively, strong attention to detail.
• Excellent interpersonal skills and teamwork; ability and willingness to work collaboratively amongst assistant team based both locally and globally.
• Strong work ethic with a positive attitude and growth mindset.
• Ability to work well under pressure and stay professional in a busy environment.
• Discretion-ability to always handle sensitive matters confidentially.
• Able to complete meeting minutes without recording/AI assistance.

International SOS