Office Administrator cum Executive Assistant

Aigens is a hotel and restaurant tech start-up that has helped steer the digital revolution of the F&B and Hospitality industry in Asia Pacific. We started as a 2-man team in 2012 and have since grown into a SaaS company known for being a market leader with significant wins, essentially being the first to introduce BYOD (Bring Your Own Device) QR code ordering technology to Hong Kong and Singapore.

In the last three years, we’ve experienced our most significant growth to date: resulting in 6 regional offices across APAC, and 120 team members (and increasing every month). We are headquartered in Hong Kong, with offices in Bangkok, Jakarta, and Kuala Lumpur. We serve more than 500 brands in F&B and Hospitality, including global names like Accor, Hyatt, Centara, KFC, Burger King, Starbucks, etc..

Catering to Aigens’ business growth and regional expansion opportunities, we are looking for a highly motivated, organized self-starter to join our team. You will be one of the key influencers to shape the customer experience of our key customers. This is an excellent opportunity to collaborate and work together with some of the best and brightest talents in the F&B Tech industry, furthering your career within one of the most influential F&B tech start-up companies in Hong Kong.

Position Overview:

The Office Administrator cum Executive Assistant plays a vital role in supporting the day-to-day operations of the organization. This position is responsible for overseeing a wide range of administrative duties, as well as providing secretarial support to the senior management team. The ideal candidate will have exceptional organizational skills, strong communication abilities, and the flexibility to handle diverse tasks and priorities.

What your daily work will looks like:

Office Administrative Support (70% of the role):

• Proactively provide excellent support to employees without delay and be willing to roll up sleeves to be hands-on
• Maintain the door console and be the first point of contact to professionally greet and welcome all incoming guests
• Receive and direct visitors, clients, and couriers to the appropriate personnel or meeting rooms
• Handle incoming calls, messages, and mail/courier deliveries in a timely and courteous manner
• Manage office operations, including ordering supplies, coordinating with vendors, and maintaining inventory
• Manage the onboarding and offboarding processes for all office locations, ensure smooth transition of new hires and departing employees
• Monitor the company’s laptop stock list and coordinate with IT vendors for maintenance and replacements
• Arrange and manage all travel arrangements for employees across all locations, including booking flights, hotels, and ground transportation
• Oversee the efficient flow of information and documentation within the organization
• Handle various administrative tasks such as filing, data entry, and record-keeping
• Assist with the organization and coordination of company events, meetings, and conferences
• Contribute to the development and implementation of office policies and procedures
• Provide support to the HR and Finance teams as needed
• Perform other ad hoc duties as assigned

Secretarial Support to C-level Executives (30% of the role):

• Manage the calendars and schedules of the CEO and other C-suite executives
• Coordinate and arrange meetings, including preparing agendas and taking minutes
• Handle confidential and sensitive information with the utmost discretion
• Manage correspondence, emails, and phone calls on behalf of the executives
• Assist with the preparation of presentations, reports, and other materials as required
• Liaise with internal departments and external stakeholders as directed by the executives

We are looking for someone with:

• Minimum 5 years of experience as an executive assistant or office administrator
• Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook)
• Excellent communication and interpersonal skills, both written and verbal
• Strong organizational and time management skills with the ability to prioritize tasks
• Attention to detail and ability to work independently with minimal supervision
• Discretion and confidentiality in handling sensitive information
• Adaptability and flexibility to handle changing priorities and deadlines
• Excellent Business English writing skills and proficient in English & Chinese
• Knowledge of office management best practices and procedures
• Basic understanding of IT systems and the ability to coordinate with IT vendors
• Immediate available is highly preferred

What’s on offer:

• Competitive salary for the right candidate
• Performance bonus
• Friendly and casual work environment
• Working in a flat culture with talented individuals
• Join a young and growing brand backed by a great investment team

We are excited to welcome a highly motivated individual to join our Team. If you meet the above qualifications and are eager to contribute to our organization’s success, we encourage you to apply.

Please click here to apply.

Aigens is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, gender, religion, sexual orientation, national origin, genetic information, or any other protected characteristic.

All applications will be handled in strict confidence and will only be used for recruitment related purposes. Applicants who do not hear from us within 6 weeks from the date of application may consider their applications unsuccessful. All information on unsuccessful candidates will be retained for a maximum period of 24 months