Parttime Administrative Assistant

Accuray; Hong Kong; On-site; HKD 100,000 - 167,000; Part time

Job summary

Accuray in Hong Kong seeks an Executive Assistant to the General Manager, Asia Pacific, and to support HR & Hong Kong Office administrative tasks. The role handles confidential data, requires a high degree of trust, initiative and the ability to work autonomously with excellent follow-through.

Core duties include SFDC administration, travel and meeting logistics, office operations and vendor coordination. This part-time role (max 16 hours/week) requires 10+ years in sales support/admin, strong

Qualifications

• Part-time (maximum 16 hrs per week).
• At least 10 years’ job experience as Sales Support Admin.
• 10 years’ experience in Office Administration.
• Proficient in MS Office applications.
• Experience in a similar role in the medical device industry is a plus.
• Having worked in a multinational, corporate setting including matrix organisations is preferred.

Responsibilities

• Provides executive assistant support to the APAC General Manager and HR & Hong Kong Office.
• SFDC-Admin (65%): act as regional SFDC-coordinator, drive adoption, and maintain data quality.
• Prepare analytic SFDC reports for budgets, forecasts, and commercial plans.
• Collaborate with cross-functional teams to improve SFDC and data accuracy.
• Maintain hospital contact data and other customer (HCP) data in SFDC.
• Provide travel arrangements and coordinate meetings, agendas, and materials.
• Coordinate office activities, vendor management, and procurement.
• Manage Leave Records, signatures, and document uploads for e-signatures.
• Support change management and business transition initiatives.

Skills

Strong organizational skills

Multi-tasking

Attention to detail

Critical thinking

Analytical skills

Problem-solving attitude

Team-player

Self-motivated

Positive can-do attitude

Tools

Microsoft Office

Job description

Provides executive assistant support to the General Manager, Asia Pacific and HR & Hong Kong Office administrative tasks.

The individual works with confidential information and exhibits a high degree of trustworthiness. The position requires an individual that is resourceful and can work autonomously, take initiative and demonstrate excellent follow-through.

• REPORTING LINE:

To President & General Manager, Asia Pacific)

• ESSENTIAL DUTIES AND RESPONSIBILITIES:
• GM:
• SFDC-Admin (65%):
• Acts as the primary regional SFDC-coordinator ensuring data is correct and complete.
• Drives SFDC-adoption, quality of SFDC-records and data based on collecting regular input from cross-functional teams like Sales, Marketing and Service.
• Provides analytic SFDC-reports and data support in the context of APAC’s budgets, forecasts, and commercial operational plans.
• Works with stakeholders to define SFDC-system improvements and customizes the platform aiming for optimized utilization.
• Updates and ensures the accuracy of the organization's databases in SFDC like hospital contact details and other customer (HCP) data.
• Provides administrative support to the APAC General Manger.
• Prepares meeting agendas and ensures timely distribution of supporting material to attendees.
• Ensures compliance of HCP-related documents (e.g. sponsorship) and processes them for required approvals.
• Coordinates submission of legal documents (authorization letters, etc.).
• Supports contract renewal procedure for sales channels.
• Assists with change management and business transition initiatives.
• Provides travel arrangement support (flight booking, hotel booking, airport pickup, visa application, etc.).
• Maintains periodic overview of APAC team member’s travel schedules.
• Manages sales-related virtual and in-person meetings in APAC (planning, scheduling, coordinating, supporting, meeting minutes, etc.).
• Office Administration support (25%)
• Coordinates office activities and operations to secure efficiency and compliance to company policies.
• Manages office supplies.
• Liaises and coordinates with external vendors (courier service providers, utility providers, office maintenance, storage facility vendor, service of office equipment), verifies monthly bills and negotiates/discusses with vendors contract renewals whenever necessary.
• Maintains office master key records.
• Uploads documents for electronic signatures when required.
• Updates the Leave Record and files Leave Request forms.
• REQUIRED QUALIFICATIONS:
• Required:
• Part-time (maximum 16 hrs. per week).
• At least 10 years’ job experience as Sales Support Admin
• 10 years’ experience in Office Administration.
• Strong organizational skills including the ability to multi-task and prioritize in a fast-paced environment with close attention to detail, accuracy and timeliness.
• Critical thinking, analytical skills, and problem-solving attitude.
• Capable of managing tight deadlines.
• Proficient in following software applications:
• Microsoft Office
• Excellent team-player including cross-departmental collaboration.
• Self-motivated, innovative, able to accomplish tasks with minimal direction and supervision.
• Positive can-do attitude where no task is too small.
• Experience in a similar role in the medical device industry is a plus.
• Preferred:
• Having successfully worked in a multinational, corporate setting including matrix organisations.