External Relations & General Admin Assistant

Principal Purpose of the Job:

· Assist in managing external relationships, corporate image promotion and events organization.

· Deal with general administrative matters for the company within the HR & Administration Department.

· Assist in bilingual reporting drafting.

Main Responsibilities & Accountabilities:

External Relationship (70%)

· External relations management inclusive of routine communications with media, brand promotion, doing researches and drafting reports as assigned by supervisor;

· Preparation of references for banks, landlords, new employees, invitation letters etc.;

· Management of memberships and subscriptions;

· Management of the reputational risk with the intention to enhance corporate image in the market; to find solutions with guidance;

· Implement routine management of reputation risk, security risk and draft regular reports to and communicate with related departments of the company's Head Office and admin related systems;

· Co-ordination between London office and third parties, e.g. social media;

· Make pre-arrangement for the delegation purpose, including conference preparation, presentation of the profile of the company, accommodation, transportation and meals etc., when assigned;

· Support in preparing various reports and PowerPoint materials to be presented as assigned;

· Management of memberships and subscriptions;

· Organize client events, as and when applicable;

· Admin Internal news and its platform in the HO system;

· Other Admin related matters assigned by Co Head/Head.

General Administration Support When needed (30%)

Provide support for the HR & Administration Department to ensure that it operates efficiently, when needed or assigned by department Head/Co Head.

· Arrange travel and accommodation for staff business trips e.g. visas, flights and hire cars, if required;

· Arrange temporary accommodation and provide support to expats;

· Liaison with Social Committee as necessary to organize events;

· Maintaining Subsidiary and Branch organization charts;

· Provide support for visitor organization;

· Liaison for the company’s third party service providers e.g. travel companies, airlines, accommodation services, etc.;

· Organize all internal and external events e.g. CEO Town Hall meetings, arranging food / refreshments;

· Organize client events, as and when applicable;

· Other Admin related matters within HR & Administration Department’s responsibility scope assigned by Head and Co. Head.

Requirements

· Good writing and research skills both in English and Chinese;

· Good communication skills in English as well as in Chinese;

· Good organizational and interpersonal skills;

· General administration experience and strong attention to detail;

· Good skills in Microsoft PowerPoint, Word and Excel;

· Multi-tasking skills and able to demonstrate initiative skills and ability to prioritize tasks.