Executive Assistant and Office Coordinator
Job details
Reporting to the Managing Director (Hong Kong) f & Chief Operating Officer Asia-Pacific, the successful applicant will: provide Executive Assistant support, assist with local projects, oversee general affairs, coordinate BCP and operational resilience activities, support corporate responsibility initiatives, and provide general support as needed, while also performing receptionist duties. Executive Assistant to MD of HK & COO Asia Pacific
- Managing and organising meetings, including agenda coordination, minutes taking, documentation and SharePoint maintenance, etc;
- Production of relevant materials and minutes for, inter alia , Asia-Pacific Executive Committee, Local Control Committee and relevant Board of Directors meetings;
- Assist with the maintenance of the governance structures across the Asia-Pacific region;
- Assist MD of HK & COO Asia Pacific to manage local projects.
- Manage and supervise the usage of the company's inventory and procurement, including stationery, pantry orders, documentation, subscriptions, access card records, payroll slip distribution, etc, to ensure the orderliness of the office administration;
- Maintain office storage and archiving in good order including all documents, and office related items;
- Act as a member of Hong Kong Social Committee and assist in organising office social events, as well as support well-being initiatives within the company.
- Support Asia Pacific (ex Japan) BCP activities, working closely with Asia Pacific COO and Asia Pacific Chief Risk Officer, including evacuation drills exercise, annual BCP test, and etc;
- Support Business Impact Analysis and Site Security requirements of AXA IM across Asia-Pacific region;
- Act as local Health & Safety coordinator, working closely with various team heads in the office and coordinating with other AXA Group entities;
- Maintain proper control of all emergency supplies, including conduct stocktaking;;
- Support and maintain all necessary sanitation and emergency items in the office for pandemic situation, such as COVID-19.
- Support the Asia-Pacific (ex-Japan) contribution to AXA Group / AXA IM initiatives such as, but not limited to, Environmental Reporting, Co2 Measurement Survey, Homeworking + Commuting Survey, Community Investment Survey;
- Prepare relevant materials for Asia-Pacific contribution to the AXA IM Global Corporate Responsibility Steering Committee;
- Support the Accessibility Checklist exercise for Asia-Pacific offices.
- Perform receptionist duties for both AXA IM Asia and AXA IM Select;
- Maintain proper record of clients/visitors, managing deliveries and phone calls, assist with travel booking, etc.
- Minimum of 5 years of working experience, preferably in the financial industry.
- Experiences working with complex international companies is advantageous.
- Bachelor's degree or equivalent qualification is preferred.
- Willingness and ability to quickly learn new topics and take ownership of various tasks and projects.
- Independent and self-motivated professional with excellent research and writing skills,
- Demonstrated dedication and focus, with the ability to prioritize tasks, manage multiple projects, and follow through to achieve project goals.
- Proactive problem solver who takes ownership of challenges and provides possible solutions.
- Excellent communication skills and interpersonal skills, with the ability to build positive relationships and effectively collaborate with individuals across different teams.
- Strong organizational skills with keen attention to detail.
- Fluent in English and Cantonese
- Proficient in computer skills include MS Word, Excel, PowerPoint.
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