Administrative Secretary

**ABOUT AsiaNext (Asia Digital Exchange)**

Asia Digital Exchange (AsiaNext) envisions to become a trusted digital exchange for institutional clients in Asia and globally by offering an integrated end to end trading, settlement and custody service for crypto-currencies and digital assets. The joint venture between SIX Digital Exchange (SDX) and SBI Digital Asset Holdings Co., Ltd. will provide an institutional-grade environment to initially trade crypto-currency assets and later to issue, trade and custodies digital assets as well as enable the tokenization of existing securities and non-bankable assets.

AsiaNext is set to directly target the institutional demand or trading cryptocurrency assets, as well as the growing demand for public and private regulated digital assets and securities. It will leverage the extensive networks of SIX Digital Exchange in Switzerland and Europe, and SBI in the Asian marketplace, as well as their joint expertise in facilitating Institutional clients’ needs. Both SIX and SBI have demonstrated leadership in digital asset markets globally through several previously launched initiatives in the space.

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Reporting to the Head of HR & Admin, you will be responsible for general office administration such as facilities management, managing office space, office/pantry supply, travel/hotel arrangements, office expense management, secretarial duties to the CEO and on-boarding and off-boarding of employees.

**DUTIES/RESPONSIBILITIES**

**Key Responsibilities include, but are not limited to the following list and may vary during your employment based on the needs of the business, as determined by the CEO:

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**SECRETARIAL SUPPORT TO CEO**
- Manage expense claims of CEO & CCO.
- Send invites to participants in various meetings eg Board Meetings, Exco Meetings
- Work with business planning manager to follow up on meeting materials, toggle presentation slides in MS teams and take minutes during meetings.
- Make dinner arrangements and food catering for meetings and work with business planning manager/commercial team on any support needed for visitors (Directors & Clients). Attending to CEO’s guests /visitors once they arrive at the office including greeting visitors and escorting clients to their meeting rooms and offering refreshments.

**ADMINISTRATION**
- Oversee office/pantry supply, acquire and manage office equipment/furniture by overseeing office seat plan to ensure office furniture (desk, chair etc) are adequate.
- Monitor, track and process office rental payment to ensure prompt payment to landlord
- Process utilities bill for Finance payment
- Ensure office tidiness working with cleaning contractor to ensure cleanliness of office (annual carpet cleaning arrangement, meeting rooms, whiteboards, pantry etc)
- Support Head of HR in any office construction or rearrangements of the office space liaising with all necessary internal departments and vendors
- Liaise with landlord on any building maintenance or parking issues

**HUMAN RESOURCES**
- Coordinate with IT department on on-boarding new hires in preparing of equipment (laptop, door access cards, name card etc).
- Offboarding of leavers in issuing clearance form, ensure signed return of form and return of equipment
- Ensure job posting in company website is up to date.
- Administer and process HR petty cash claim form submission to Finance
- Download monthly claim receipts from Times software for submission to Finance
- Follow up with Operations and Tech department on employee monthly shift allowance submission
- Assist in HR tasks such organizing company event such as birthday, festive celebrations, townhall.

**MARKETING INITIATIVES**
- Support Commercial Department in venue search, logistic coordination for events & conferences
- Source vendor for corporate gifts

**QUALIFICATIONS**

Education
- Diploma or relevant certifications in administration / secretarial studies

**Experience**
- At least 5 years of relevant experience in office administration/secretarial work serving CEO with some experience in HR operations duties such as on-boarding and off-boarding employees, organizing company events.
- Familiar with MS Teams and MS Outlook
- Have experience in office renovation or re-arrangement of office space
- Strong organizational and time management skills
- Attention to detail, ability to multitask, and strong communication skills in handling difficult situation/people
- Pro-active, Self-Starter, A good team player