Administration Assistant - Tandem Talent Ltd : Job Details

Foster + Partners

Hong Kong

Competitive salary

Permanent

The administrative assistant role provides a unique opportunity for a dynamic, ambitious and self-motivated individual to be part of an exciting new phase for the practice. You will be part of a supportive and empathetic global team that is crucial to the day-to-day operations, bringing a sense of professionalism and calmness in supporting the office. Flexibility and quick thinking is vital, and a demonstrable interest in the creative industries is desirable. In return, you will be working at the cutting edge of the design industry, in a diverse and inclusive workplace, and be immersed in some of the most inspirational and exciting projects across the world.

Responsibilities:

· Answer and direct all incoming external and internal telephone calls

· Meet, greet and liaise with all Foster + Partners guests on arrival

· Manage distribution of daily post and management of outgoing post/courieal

· Ensure a proactive catering service is provided to support all guests and meetings including procurement, preparation, presentation and clear up

· Effectively and efficiently manage meeting arrangements including room bookings, catering requirements, logistics, presentation set up and presentation material

· Maintain office whereabouts and meeting room calendars

· Co-ordinate travel arrangements for project teams including passport and visa assistance as required

· Provide administrative support to Partner and project teams including management of expenses and filing, typing and editing documents and reports and other tasks as directed

· Liaise with office building management regarding facilities and office deliveries, under the direction of the Partner

· Liaise with office suppliers and maintenance of stock including stationery and office provisions, under the direction of the Partner

· Assist the Partner with office financial administration as directed/required

· Undertake research as requested/directed by Partners | project teams

· Suggest and implement new initiatives to support the development of the role as required

Qualities and skills required

· Demonstrated experience in front of house [reception | telephone | meet and greet] management

· Demonstrated experience of diary and travel management

· Demonstrated experience of working on confidential matters, using tact and discretion

· Demonstrated proficiency in using Microsoft Outlook, Word and Excel

· Fluent English, spoken and written is essential

· Fluent Cantonese, spoken and written

· Ability to manage and prioritise tasks and time efficiently

· Excellent written and verbal communication skills - articulate and diplomatic manner

· Excellent organisational skills

· Ensure that discretion is exercised when dealing with sensitive information and enquiries, and to ensure that appropriate confidentiality is maintained at all times

· Excellent interpersonal skills and ability to work well with all levels of management and staff both internally and externally

Please apply with your most recent CV