Overview
Personal Assistant & Office Manager Jobs in Hong Kong, Hong Kong SAR at A Work of Substance
Title: Personal Assistant & Office Manager
Company: A Work of Substance
Location: Hong Kong, Hong Kong SAR
Location: Hong Kong SAR
Contract Type: Full-Time
WHO WE ARE
We are a collective of passionate explorers from 17 countries. We exercise the art of forgetting what we know and look to maps of the past, as we scavenge for vibrant stories about the people and cultures that our designs inhabit.
Our team of strategists, editors, graphic designers, architects, landscape designers, interior designers and product designers allow us to shape every single touch point.
Our designs are an opportunity to entertain a conversation with your guests, an invitation to interact and to contemplate, entertaining rituals and creating habits. It is an opportunity to tell your story and to tell a story that no one else is telling.
JOB DESCRIPTION
This position will directly report to the Founder and Managing Director. The role will be to undertake overall administrative tasks and day to day running of the office, support the HR function, and provide support to Substance Partners.
You will work in a creative and flexible environment with a never-ending slew of new experiences at your doorstep.
This role requires someone who brings a strong service and hospitality mindset, taking pride in maintaining a well-run, welcoming and highly functional office environment, while also being highly proactive in supporting the Founder and Managing Director.
WHO ARE WE LOOKING FOR
• A person with a desire for making great things happen
• A candidate who is enthusiastic, energetic, calm, organized and flexible under pressure who can manage multiple streams of work at once, to a consistently high standard
• A proactive problem solver and planner who is always thinking ahead
• Someone with a strong sense of anticipation, able to stay one step ahead of schedules, priorities, and potential issues—particularly when supporting senior leadership
• Exemplary organization skills
• A hospitality-driven mindset with an understanding of guest experience, ensuring the office environment is welcoming, presentable and thoughtfully maintained
• Ambitious individuals who can contribute to the culture of our agency managing the office in a way of supporting the staff in the office
RESPONSABILITIES
OFFICE MANAGER
• Book all staff travel & accommodation arrangements
• Organize company events and conferences
• Support the planning and executing of company events, conferences and team building events
• Order stationary, staff amenities, kitchen supplies, snacks, coffee etc. with attention to quality and presentation
• Order books and manage the physical and digital library
• Organize couriers and deliveries
• Deal with correspondence, complaints and queries via telephone, email, and post
• Answer telephone, screen, and direct calls with a professional and service-oriented manner
• Accept, track, and distribute all incoming and outgoing mail within the office
• The point of contact for Building Management and local suppliers for all general functions
• The point of contact for housekeeping and to ensure constant tidiness and professional presentation of the office, creating a welcoming environment for staff and visitors
• The point of contact and to manage IT related issues (purchasing new equipment, software, repairing equipment, suppliers etc.)
• Assist the organization’s HR function with onboarding and offboarding staff, managing timesheets, server access, printer set up, access cards
• Assist the organization’s finance function in administrative tasks including obtaining signatures from partners for accountancy documentation, picking up and depositing cheques from clients
• Manage the renewal and payment of staff and office insurances, subscriptions, and utilities
• Assist business partners and directors as required
• Manage office landlord relationship, lease agreements, renewals, and payments
PERSONAL ASSISTANT
• Calendar management and assist in organizing personal appointments, with a proactive approach to scheduling and prioritization
• Booking partner’s personal travel arrangements and updating app with details
• The point of contact, submit medical health claims and manage renewals and payments
• Review, document, and process personal and business financial payments of partner including credit card, expenses, online purchases, tax, home maintenance etc.
• Manage the renewal and payment of insurances, subscriptions, and utilities
• The point of contact for all vehicle matters
• Assist partner with day-to-day matters, anticipating needs and ensuring smooth day-to-day flow
• Update partner’s timesheet for each corresponding project
REQUIREMENTS
• Experience with administrative and clerical tasks & procedures
• Knowledge of customer service principles and practices; prior exposure to hospitality or guest-facing environments is an advantage
• Good knowledge of Microsoft Office
• Prior experience in an international office environment essential
• Highly detail oriented and able to work under pressure and meet tight deadlines
• Ability to communicate in English at a good level both verbally and written with excellent phone manner. Cantonese/Mandarin language skills preferred.
• Possess good organizational skills, attention to detail, proactive
• Can work independently but also a team player
• Customer service focus and friendly manner
• Demonstrate effective time and self-management
