Admin and Executive Assistant

ABOUT COMMS8

At Comms8, we are committed to excellence and dedicated to helping our clients achieve their communication objectives.

ABOUT OUR TEAM

Our team at Comms8 is a dynamic and diverse group that thrives on collaboration and innovation. At Comms8, we believe in equal opportunities for all and celebrate the richness of cultural differences. We foster an inclusive work environment where every team member’s unique perspective and background are valued.

Tasks

ABOUT THE ROLE

The primary function of this role will be to support the executive support and administrative function at Comms8. This role will report directly to the Managing Director and will be responsible for delivering efficient and professional support in administrative functions, ensuring a productive and engaging experience for our team, thereby enabling the team to perform at their best.

This presents an exciting prospect, offering exposure to various operational activities within Comms8. There are extensive opportunities for professional development and the chance to make a significant impact within Comms8.

RESPONSIBILITIES

Executive Support:

• Optimize the Managing Director’s schedule, anticipating and resolving conflicts, and aligning appointments with priorities.
• Provide detailed briefings, agendas, and background information for meetings.
• Organize agendas, presentations, and materials; attend meetings, take minutes, and follow up on action items.
• Plan complex travel itineraries and manage related expenses.
• Draft and review communications, screen calls, and maintain internal and external correspondence.
• Handle sensitive information and manage digital and physical filing systems securely.

Internal Communication:

• Facilitate communication between the Managing Director and the team.
• Convey the Managing Director’s plan and messages effectively to the team.

Personal Assistance:

• Assist with Managing Director’s personal errands, appointments, and financial management.
• Organize family-related activities, travel, and schedules.

Office Administration:

• Manage office supplies, office rentals, utilities, memberships, insurance and vendor coordination.
• Coordinate with the team on project timesheet management.
• Maintain and update company information databases and records, ensuring accuracy and compliance with company policies.
• Oversee company equipment allocation, maintain records, and conduct regular inventory.

Technology and Systems Management:

• Manage the login credentials and password across platforms and perform regular updates.
• Ensure the Managing Director’s digital tools are up-to-date and troubleshoot minor issues.
• Introduce and provide training on new tools and technologies to enhance productivity.

Event Planning and Coordination:

• Plan and execute company events, executive meetings, and team-building activities, handling logistics from venue selection to guest management.

Requirements

• Minimum of 3-5 years of experience in an executive assistant or office management role.
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
• Strong communication skills.
• Demonstrates a keen eye for detail and strong problem-solving skills, capable of working independently.
• Exceptional written and verbal communication skills. Must be fluent in English, and proficiency in written and spoken Chinese would be advantageous.
• Proficiency in using office software and Google services, including word processing, spreadsheets, and presentation tools.
• Ability to handle sensitive information with utmost confidentiality.
• Proactive attitude and enthusiasm for learning about new knowledge, technologies and systems.

Benefits

• A vibrant, supportive, and inclusive work environment that fosters professional growth and development.
• Opportunities for career advancement within a rapidly growing marketing agency.
• Competitive salary and benefits package, commensurate with experience.
• Opportunity to qualify for the #WorkHardPlayHarder Fund, our commitment to supporting your personal growth and development.
• Remote working which allows a flexible work environment that promotes a healthy work-life balance.

Comms8 is committed to providing equal employment opportunity and does not discriminate based on age, sex, sexual orientation, gender identity, race, colour, religion, disability status, marital status, pregnancy, gender reassignment or any other protected characteristics covered by the Equality Act 2010.