Administrative Assistant

Overview Reporting to the Executive Administration Office (EAO), the Administrative Assistant provides reliable day-to-day administrative support to the Household, CEOT, and related entities (e.g., EAO/HO). A key part of the role is quickly finding and securing the right items (general administrative purchasing)-using basic sourcing, comparing, and negotiating -to meet operational needs on time and within budget. This is not a specialist procurement role; speed, accuracy, and service are paramount. The position is high-trust and requires discretion and bilingual communication.Key Responsibilities Administrative & Coordination Provide responsive admin support to CEOT/Household/EAO: schedule vendor visits, book services, prepare simple forms/templates, and maintain basic trackers. Keep renewal/maintenance calendars up to date (warranties, service contracts, insurances, registrations). Sourcing & Purchasing Search, shortlist, and quickly compare suitable products/services for household, office, hospitality, education, wellness, etc. Obtain quotations, perform straightforward cost comparisons, and recommend options; place approved orders and track deliveries to completion . Maintain a simple preferred supplier/contact list and basic rate cards; assist with light vendor onboarding information where needed. Accompany CEOT or delegate for key purchases when required. Finance & Records Raise/track requests, approvals, POs, and receipts in the internal system; verify invoices and delivery notes; liaise with Finance/AP on payments. Petty cash administration (no cash handling): collect/file receipts and supporting documents; prepare a month-end summary pack. Maintain simple asset and inventory trackers (tagging, warranties, par levels, reorder points). Keep documentation neat and audit-ready in line with policies and approval limits. Facilities & Fleet Support Coordinate preventive/corrective maintenance for assets (appliances, copiers, furniture), arrange site access, and supervise vendors as needed. Support fleet administration: registration/insurance/road-tax and inspection reminders, service bookings, fuel/parking cards, logbooks, spare keys, and document custody. Keep basic HSE practices in check (contractor sign-ins, incident awareness) and support simple insurance claims for property/asset incidents. People, Travel & Events Support Prepare simple forms/contracts (e.g., driver hiring, car rental, helper checks); assist onboarding/offboarding checklists and file custody. Coordinate small household events (vendor quotes, supplies, setup). Draft/translate simple templates in English/Chinese as needed. Continuous Improvement Maintain SOPs, checklists, and templates; suggest pragmatic process and cost improvements. Skills & Qualifications Experience: 1-3 years in administration/operations; some purchasing exposure (general administrative purchasing) is preferred. Household/family office, hospitality, or facilities coordination is a plus. Education: Diploma or above preferred. Technical: Comfortable with Microsoft/Google tools; able to build clear comparison tables and trackers. Purchasing Basics: Practical sourcing, quotation comparison, simple negotiation, and order tracking. Finance & Records: Invoice/PO matching, receipt collation, petty cash reconciliation, simple asset/inventory tracking. Coordination: Vendor scheduling and follow-through; ability to juggle multiple requests and meet timelines. Communication: Clear written/spoken English & Chinese for vendors and household staff. Discretion & Service: High integrity, confidentiality, and a "get-it-done" mindset; immediate availability is an advantage .