Executive Personal Assistant to the Managing Directors and Office Manager

We are seeking a dynamic Executive Personal Assistant and Office Manager who can provide high quality assistance to the Managing Directors and administrative support to the Chief Operation Officer.

Job Responsibilities:

Executive Personal Assistance to the Managing Directors

• Assist and support the Managing Directors to manage workload and activities

• Co-ordinate and maintain the diary of the Managing Directors including organizing all appointments, meetings, travel arrangements

• Arrange internal and external meetings as requested by the Managing Directors, prepare meeting agenda and draft minutes, if required

• Monitor, respond to and re-direct general enquiry emails addressed to the Managing Directors as appropriate

• Answer the main telephone line, monitor telephones and manage other interruptions to facilitate the effective time management of the Managing Directors

• Be the point of contact for the Managing Directors, where it is deemed appropriate

• Identify, anticipate and prepare information, documents, samples, displays, etc. required by the Managing Director for meetings, appointments, presentations, events, activities, etc.

• Liaise with and support other team members in making business related travel arrangements

• Assist with the coordination and organization of specific projects, e.g. annual outing, monthly company breakfast, charity events, etc.

   

  Human Resources Support to the Chief Operation Officer

• Recruitment:

  Advertise posts, work with recruitment agencies, arrange interviews with candidates and provide administrative support thereon. Prepare draft employment contracts and file relevant documentation and maintain personnel files in an orderly manner.

• Compensation and Benefits (“C&B”):

  Calculate and issue the monthly staff autopay and termination/post-termination payments, prepare monthly salary report and participate in annual salary budget. 

• Annual Leave Record:

  Receive authorized annual leave forms from all members of the company and maintain the annual leave record

• Mandatory Provident Fund (“MPF”):

  Handle all MPF matters including enrolment/termination of members and calculation/payment of contributions in a timely manner.

• Insurance:

  Negotiate annual renewal of staff medical scheme, employees’ compensation insurance and other staff insurance policies.

General Office Duties

• Be in charge of the tidiness of common areas and organize the office-wide spring cleaning on a regularly basis

• Manage and be the key contact person for office repair, maintenance, renovation, etc.

• Order office supplies and stationery

• Handle ad hoc projects as required

   

Skills and Experience:

• Holder of a degree in Business Management and Human Resources related disciplines and overseas educated preferred

• Minimum 2-3 years’ relevant work experience in fast-paced business environment, preferably in design, innovative technology, consumer products or other comparable industry

• Sound knowledge and good common sense in office management

• Numerate, with good computer skills including proficiency in Word and Excel and familiarity with payroll/MPF software

• Excellent interpersonal skills and communication skills with the ability to deal with people at different levels within and outside the company

• Fluent English essential, both written and oral Chinese (Cantonese and Putonghua) required

   

Personal Qualities:

• Trustworthy, fair, with high integrity and ability to handle confidential matters with discretion

• Confident, self-motivated with strong sense of responsibility, able to use own judgment, take initiative and make day to day decisions

• Energetic and hard-working, willing to take a hands-on role and able to multi-task, meet deadlines and work under pressure

• Highly organized, with very good attention to details and high standard of professionalism

• Being a good listener, observant and able to identify and defuse any people issues that may affect the team in a bigger way

   

Interested parties please send resume with date of availability, present and expected salary to recruit@nativeunion.com

Native Union is an award-winning product design company bringing a unique and sophisticated perspective to the booming mobile accessories market. In a market dominated by nondescript plastic products, Native Union creates accessories with inherent warmth, personality and individuality, through its dedication to sophisticated design, innovative materials and an obsession with details.  

www.nativeunion.com