Manage senior executive(s)’/Officer(s)’ schedule, maintain up-to-date files and records of all correspondence and documentation related to the office/department that the assistant is working for.

Ensure the timely and smooth implementation of logistics surrounding key tasks in the department including assisting in visa application for staff members, coordinating travel schedule, preparing meeting agendas and all travel documents including travel memo, budget and expenses claims etc.

Provide logistical support for the organization of meetings, events, workshops and conferences; provide full scope of logistical support, including preparing for schedules, informing participants, confirming dates and times, sending electronical or paper invitations, drafting slides, taking and distributing minutes and notes, and other support may be instructed.

Handle all incoming and outgoing calls, faxes and email transmissions and coordination of appointments; Draft and prepare office memos, letters, meeting minutes, reports and other correspondence as instructed.

Liaise with internal staff, receive and interact with incoming visitors. Proofread and distribute general correspondence. Maintain office coordination and resolve any issues and inquiries.

Create, maintain and review office documents, such as process invoices and maintain an up-to-date record of vendor payments; prepare expense/budget reports, memos, and other administrative record by collecting data from various tools and/or consolidating it into reports.

Assist with data entry/collection/analytics, database maintenance and support basic research. Handle sensitive information in a confidential manner.

Monitor stationary levels and order office supplies. Coordinate repairs to office equipment.

Any other tasks that may be assigned from time to time by the supervisor(s).

Bachelor’s degree or above in related fields from a reputable university.

Minimum 1 year of relevant administrative support experience in the international/financial institution.

Proficient in verbal/written English and Chinese.

Excellent interpersonal, diplomatic and organizational skills as well as ability to juggle multiple priorities.

Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation.

Ability to deal with extremely confidential and sensitive information.

Proven experience with MS Office Applications is a must.

Individual Consultant Engagement

Support the Bank’s User Departments on Individual Consultant engagement. Assist the Procurement Specialist and Assignment Managers in the management of Consultant Management System. Assist the Individual Consultants in registration, onboarding and payment related administrative support.

Supplier Registration

• Fulfill tasks on Supplier Registration for Procurement contracting and vender payments.

• Collaborate with Controller’s Office and other Departments on maintenance of the Bank’s Supplier Database, including data cleansing and reporting.

• Work with Procurement System Hypercare team to improve the Supplier Registration workflow to meet targets on efficiency and compliance.

Operational and Administrative Tasks

• Provide administration support to CPU regarding contract signing, paper contract distribution, archiving, travel arrangement, expense/payment claims, etc.

• Collecting and analyzing raw data for procurement reporting and analytics.

• Facilitate both internal and external meetings when required.

• Support ad-hoc CPU related tasks as assigned by the unit head.

• Work on administrative tasks including handling travel requests, travel arrangements and travel expense reimbursements, dispatch mails, receiving guests, schedule meetings.

Minimum 3 years of relevant experience of in large financial organizations or other relevant sectors.

knowledge and experience of international public procurement practice and procurement systems.

Strong communication, analytical, procurement and contract management related problems solving skills.

Able to work under pressure with team working spirit.

Good oral and written communication skills in English.

University degree or equivalent in business administration, finance, and other relevant fields.