Office Administrator & Executive Assistant

KOS International Limited; Hong Kong Island; On-site; HKD 240,000 - 360,000; Full time

Job summary

KOS International Limited is seeking an Office Administrator & Executive Assistant in Hong Kong. The role combines office administration, executive assistance, and HR operations, based in the Hong Kong office with daily interactions with senior leadership and international stakeholders.

The position requires 4-6 years of relevant experience, a bachelor's degree or higher, and fluency in English, Cantonese, and Mandarin.

Qualifications

• Bachelor's degree or above in Business Administration, Management, Hospitality Management, or related disciplines.
• 4-6 years of relevant experience in office administration, office management, executive assistant, or workplace operations.
• Experience supporting senior executives while managing office operations independently.
• Previous experience in multinational corporations, international organizations, or professionally structured companies preferred.
• Fluency in English, Cantonese, and Mandarin is essential.

Responsibilities

• Lead the daily operations and administration of the Hong Kong office, ensuring smooth and efficient workplace management.
• Oversee office facilities, maintenance, workplace services, procurement, and vendor management.
• Develop, implement, and continuously improve office administration policies, procedures, and best practices.
• Coordinate office relocation, renovation, workspace planning, and related operational projects.
• Manage office budgets, expense tracking, invoice processing, and cost allocation activities.
• Serve as the primary contact for building management, external service providers, and internal stakeholders.
• Coordinate visitor arrangements, meeting room scheduling, business hospitality, and travel logistics.
• Maintain a professional, welcoming, and high-quality office environment.
• Provide dedicated executive assistant support to senior leadership in Hong Kong.
• Manage complex calendars, meeting arrangements, travel schedules, and itineraries.
• Prepare meeting materials, presentations, reports, and business correspondence.
• Coordinate communication between internal departments and external stakeholders.
• Support business reporting and project coordination when required.
• Support employee onboarding and offboarding processes.
• Coordinate employee records, documentation, and general HR administration.
• Assist in employee engagement activities and office communications.
• Liaise with regional and corporate teams on people-related matters.

Skills

Office administration

Vendor management

Facilities management

Business support

Education

Bachelor's degree or above

Tools

Microsoft Office

Job description

Office Administrator & Executive Assistant

Our client is a well-established international business group with a growing presence across the globe. The Hong Kong office serves as an important regional hub, supporting cross-border business activities and strategic projects. The company offers a dynamic, professional, and collaborative working environment with opportunities to work closely with senior leadership and international stakeholders.

About the Role

This is a standalone office management role based in Hong Kong, responsible for overseeing the day-to-day operation of the office while providing executive support to senior management. The position offers a unique blend of office administration, executive assistance, and people operations responsibilities, making it ideal for candidates who enjoy a broad and hands-on scope.

Key Responsibilities

Office Administration & Operations

• Lead the daily operations and administration of the Hong Kong office, ensuring smooth and efficient workplace management
• Oversee office facilities, maintenance, workplace services, procurement, and vendor management
• Develop, implement, and continuously improve office administration policies, procedures, and best practices
• Coordinate office relocation, renovation, workspace planning, and related operational projects
• Manage office budgets, expense tracking, invoice processing, and cost allocation activities
• Serve as the primary contact for building management, external service providers, and internal stakeholders
• Coordinate visitor arrangements, meeting room scheduling, business hospitality, and travel logistics
• Maintain a professional, welcoming, and high-quality office environment

Executive Support

• Provide dedicated executive assistant support to senior leadership in Hong Kong
• Manage complex calendars, meeting arrangements, travel schedules, and business itineraries
• Prepare meeting materials, presentations, reports, and business correspondence
• Coordinate communication between internal departments and external stakeholders
• Support business reporting, follow-up actions, and project coordination when required

HR Operation

• Support employee onboarding and offboarding processes
• Coordinate employee records, documentation, and general HR administration
• Assist in employee engagement activities and office communications
• Liaise with regional and corporate teams on people-related matters

Requirements

• Bachelor's degree or above in Business Administration, Management, Hospitality Management, or related disciplines
• 4-6 years of relevant experience in office administration, office management, executive assistant, corporate services, or workplace operations
• Experience supporting senior executives while managing office operations independently
• Previous experience in multinational corporations, international organizations, or professionally structured companies preferred
• Strong knowledge of office administration, vendor management, facilities management, and business support functions
• Proven ability to manage multiple priorities in a fast-paced environment
• Excellent organizational skills, attention to detail, and problem-solving abilities
• Strong sense of ownership, confidentiality, and service mindset
• Fluency in English, Cantonese, and Mandarin is essential
• Proficiency in Microsoft Office applications