Office Admin Executive

Job Title: Office Admin Executive
Contract Type: Permanent
Location: Shanghai, China
Salary: Negotiable
Reference: 20200504_1586856071
Contact Name: Shelya Zhou
Contact Email:
Job Published: April 14, 2020 17:21

Job Description

The role reports to the CEO to ensure the efficient and smooth day-to-day operation of the office. It requires to support CEO, directors, managers and employees in daily office needs and manage Company's general administrative activities.


  • Focus on delivering all administrative tasks to support the smooth daily operations of the office.

  • Responsible for making travel arrangements, including the booking of flight and hotel accommodation, submitting and reconciling travel expense reports.

  • Organise and schedule meeting appointments to ensure that there is no conflicting schedule.

  • Plan meetings and take detailed minutes including preparation of regularly scheduled reports.

  • Write and distribute email, correspondence memos, letters, faxes and forms as required.

  • Develop and maintain filing systems including update office policies and procedures.

  • Act as the point of contact for internal and external personnel. Answer and direct phone calls including receiving and providing general support to visitors.

  • Order office supplies and research on most cost-effective deals and suppliers.

  • Liaise with contractors and sub-contractors on office maintenances and security.

  • Provide support in all required statutory submission to the relevant authorities.

  • Assist local management team on administrative tasks in the start-up of company.


  • Degree in any discipline or equivalent vocational qualification.

  • 5 to 8 years of experience as a secretary or administrative executive.

  • Experience in managing an office, supporting employees of all levels.

  • Proficient in English is a pre-requisite for this role.

  • Proficient in the use of MS Office like Excel, Word and PowerPoint.

  • Good knowledge of office management systems and procedures including office tools like printers, fax machines etc.

  • Excellent time management skills and the ability to prioritise work.

  • Able to effectively work with people from all levels including suppliers, vendors and visitors without compromising rules and regulations.