Administrative Assistant (Mandarin Speaking)

Pontoon Solutions; Greater London; On-site; GBP 29,000 - 35,000; Full time

Job summary

Pontoon Solutions is seeking a Mandarin-speaking Administrative Assistant to support a busy team in London. This on-site role involves diary management, meeting coordination and handling confidential information with discretion.

Fluency in Mandarin and English is essential, with strong MS Office skills and a proactive, organized approach to prioritising multiple tasks in a fast-paced environment. 40 hours/week, based at Westfield Stratford City, London.

Qualifications

• Fluent in English and Mandarin Chinese.
• Highly organized with strong attention to detail.
• Ability to manage diaries, meetings, travel and correspondence.
• Experience in PA/EA or admin roles preferred.

Responsibilities

• Provide day-to-day administrative and organisational support to the team.
• Manage calendars and diaries, resolving scheduling conflicts.
• Coordinate internal and external meetings, agendas and materials.
• Prepare documents, reports and correspondence.
• Draft and translate routine English-Mandarin communications where appropriate.
• Assist with onboarding, expenses, invoices and general administration.
• Support ad-hoc projects and senior stakeholder communications.

Skills

Diary management

Multitasking

Communication

Bilingual English/Mandarin

Microsoft Office

Stakeholder management

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Job description

Location: Westfield Stratford City, London

Working Pattern: 5 days onsite, Monday–Friday

Hours: 40 hours per week, with some flexibility

Salary: £32,000 per annum

About the Role

We are looking for a highly organised, proactive and personable Mandarin-speaking Administrative Assistant to provide administrative and organisational support to a busy team.

This is a varied role with PA-style responsibilities, suited to someone who is confident managing diaries, coordinating meetings, handling correspondence and supporting multiple priorities in a fast-paced environment.

Fluency in Mandarin Chinese is essential, as the role involves regular communication with Mandarin-speaking colleagues, clients, partners and stakeholders.

Key Responsibilities

• Provide day-to-day administrative and organisational support to the team.
• Manage calendars, appointments and diaries, including resolving scheduling conflicts.
• Coordinate internal and external meetings, including rooms, agendas and meeting materials.
• Prepare documents, presentations, reports and correspondence.
• Attend meetings, take notes and manage follow-up actions.
• Arrange travel, accommodation, itineraries and business-related bookings.
• Manage emails, telephone calls and general correspondence.
• Act as a professional point of contact for internal and external stakeholders.
• Support communication between English- and Mandarin-speaking stakeholders where required.
• Draft and translate routine correspondence and documents between English and Mandarin where appropriate.
• Maintain accurate records, spreadsheets, databases and filing systems.
• Assist with expenses, invoices and general administrative processes.
• Support the organisation of events, meetings and team activities.
• Liaise with suppliers, building management and other external service providers.
• Assist with onboarding and general office administration.
• Support ad-hoc projects, research and business initiatives.
• Monitor deadlines, follow up on outstanding actions and ensure tasks are completed.
• Handle confidential and commercially sensitive information with discretion.
• Identify opportunities to improve administrative processes and efficiency.
• Provide additional support to the wider team as required.

About You

The ideal candidate will be:

• Highly organised, proactive and reliable.
• Confident managing multiple priorities and deadlines.
• A strong communicator with excellent attention to detail.
• Professional, approachable and comfortable working with people at all levels.
• Able to work independently and use initiative.
• Discreet and trustworthy when handling confidential information.
• Flexible and comfortable working in a fast-paced environment.
• Confident using Microsoft Office, particularly Outlook, Word, Excel and PowerPoint.
• Fluent in both English and Mandarin Chinese.

Experience

Previous experience in an Administrative Assistant, Personal Assistant, Executive Assistant, Office Manager or similar role is desirable.

Graduates will also be considered, and we welcome applications from candidates who can demonstrate strong organisational, communication and interpersonal skills, a proactive approach and a willingness to learn.

Experience managing diaries, meetings, travel, correspondence and senior stakeholder relationships would be advantageous.

Equality, Diversity & Inclusion

We are committed to providing an inclusive and welcoming working environment. We welcome applications from candidates of all backgrounds and assess applicants based on their skills, experience and suitability for the role. The Mandarin language requirement is based on the genuine communication needs of the position.