Reporting to: Pinnacle Operations Manager

Objectives: The Wellness Assistant will support the team within a dynamic corporate environment, ensuring seamless administration and operational support. This role involves extensive diary management, event coordination, and administrative assistance..

ROLES & RESPONSIBILITIES: 

Administrative Support:

• Manage complex diaries for the team, including coordinating with other internal teams and external vendors.
• Organise logistics for conferences, training sessions, and meetings, including multimedia setup and presentation uploads.
• Handle phone line management, ensuring accurate and prompt communication.
• Support team meetings by setting agendas, managing minutes, and tracking action items

Travel and Expense Management:

• Coordinate global and local travel arrangements, including itineraries and logistics.
• Process expenses for functional heads in compliance with firm policy.

Visitor and Office Management:

• Arrange visitor registrations and passes, ensuring guests are welcomed and supported during their visits.
• Manage incoming and outgoing mail, as well as courier services.

Project and Team Support:

• Assist in tracking project progress, maintaining timelines, and ensuring deadlines are met.
• Support finance processes such as invoice coding and management.
• Format and amend presentations, documents, and internal webpages as required.
• Collaborate with the assistant team to ensure phone coverage during absences.

Employee Onboarding and Compliance:

• Set up new employees on firm systems, including desk arrangements and equipment setup.
• Raise IT support tickets and ensure prompt resolution of technical issues.
• Organise team social events and assist with corporate wellness events such as fairs and seminars.

Additional Responsibilities:

• Provide proactive administrative support to broader functional teams.
• Supporting and managing wellness related Data and reports
• Adhere to compliance regulations and seek appropriate approvals when required.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor’s degree in a relevant discipline
• Minimum 1 year prior working experience in an administrative or customer service role. Fluent in English; proficiency in Japanese is preferred.
• Solid organizational skills with the ability to multitask and prioritize effectively.
• Strong attention to detail and a proactive mindset.
• Excellent interpersonal skills and strong ability to work in a team and collaborate Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Discretion in handling sensitive matters.

WORK ARRANGEMENT AND HOURS OF WORK:

Work Location: Lee Garden 3 (Causeway Bay)

Working hours: Full-Time

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