Administrative Assistant

GBA Talents Limited; Hong Kong; On-site; HKD 180,000 - 260,000; Full time

Job summary

GBA Talents Limited is seeking a responsible Administrative Assistant to support daily office operations, including facilities, courier services, recruitment support, and event preparation.

The role requires strong organizational and communication skills, proficiency in MS Office, and the ability to work independently with bilingual English/Chinese capabilities. Cantonese is a bonus, with an on-site Hong Kong workplace.

Qualifications

• Diploma or above in Business Administration, Office Administration, HR or related discipline.
• Experience in office administration or receptionist roles is preferred in a pro-firm environment.
• Excellent communication and organizational abilities with attention to detail.

Responsibilities

• Administer office operations and facilities upkeep and inventories.
• Coordinate courier services and monthly billing for Finance.
• Support recruitment logistics and onboarding processes.
• Arrange travel bookings and venue/event preparation for meetings.
• Serve as front-of-house contact during events and meetings.

Skills

Organizational skills

Coordination

Attention to detail

MS Office

Communication skills

Independent work

Bilingual English/Chinese

Education

Diploma or above in Business Administration/Office Administration/Human Resources

Tools

WhatsApp

Online booking platforms

Email/ document management

Job description

We are looking for a responsible, organized and service-oriented Administrative Assistant to support the daily office operations. The successful candidate will handle office administration, pantry and facilities coordination, courier and purchasing arrangements, travel bookings, attendance records, recruitment support, and meeting or event preparation.

Key Responsibilities

1.Office Administration and Facilities

Manage office operations including facility upkeep (conference rooms, lounges), supply inventory, place orders for office necessities and equipment maintenance tracking. Ensuring facilities are well presentable.

Manage coffee machine operation and daily cleaning. And weekly water and maintain office plants.

Manage daily incoming mail and distribute it to the relevant departments; arrange return of mail addressed to non-existent companies or individuals.

Prepare internal notices in Chinese for HR's review and approval and distribute approved notices to relevant colleagues.

2.Courier and Attendance Records

Manage end-to-end courier services (SF Express/FedEx), including tracking number distribution and monthly billing records for Finance.

Arrange the collection of confidential-document bags on a monthly basis.

Assign outdoor tasks to the Office Assistant through WhatsApp; maintain records of routes, duties and transportation expenses.

Submit daily and monthly staff attendance records to the relevant internal groups and HR.

Maintain updated staff contact lists, seating plans and office records.

3.Recruitment, Travel and Onboarding Support

Coordinate the end-to-end recruitment logistics, from scheduling candidates and reserving rooms to handling application forms for interviewers.

Arrange business travel, including train-ticket purchases and hotel reservations through online platforms.

Manage staff onboarding and offboarding procedures, including workspace setups, access card logistics, and department alignment.

4.Meeting and Event Support

Provide end-to-end administrative support for high-profile business events, including AGMs, IPO projects, mediations, and seminars.

Manage event venue setup and logistics, overseeing room reservations, layout preparation (signage, seating, tent cards), equipment, and catering arrangements.

Act as the central coordinator with internal teams (IT, Finance, Account Servicing, Office Assistants) and external vendors to ensure seamless execution, alignment on cleaning services, and weekend air conditioning.

Serve as the primary front-of-house contact, welcoming shareholders, lawyers, and VIP guests, managing enquiries, and ensuring venues are fully restored post-event.

Requirements

Diploma or above in Business Administration, Office Administration, Human Resources or a related discipline.

Previous experience in office administration, receptionist duties or a similar role in pro-firm is a must.

Good organizational and coordination skills, with strong attention to detail. Proactive, responsible and willing to handle hands-on office duties.

Good communication and interpersonal skills. Able to work independently and coordinate effectively with different internal departments and external parties.

Proficient in Microsoft Office, including Word, Excel, PowerPoint and Outlook.

Comfortable using WhatsApp and online purchasing or booking platforms.

Good command of written and spoken English and Chinese. Cantonese is an advantage.

The personal data collected will be used for recruitment purposes only.