- 15 days AL; Discretionary Bonus
- Medical Insurance; Shuttle bus provided
- 5-day work week
About the Role
We are looking for a Senior Officer – Administration to provide high‑level administrative support to the Group Internal Audit (GIA) Director in Hong Kong and GIA leaders across Hong Kong, China, and Malaysia. Also supports GIA team members across these 3 locations as needed.
Acting as the central administrative hub of the GIA function, this role manages cross‑border calendars, travel, expenses, meetings, and light project administration. Exercises confidentiality, tact, and diplomacy at all times; anticipates the Director’s and local/remote leaders’ needs; and partners with assistants from other departments/functions (e.g., Finance, HR&A, IT) to ensure seamless support across regions.
The position requires strong discretion, professionalism, and the ability to anticipate needs while collaborating with other functions to ensure seamless regional support. This is a multi‑stakeholder, cross‑border role rather than a traditional single‑executive assistant position.
Responsibilities
1. Cross-Border & Team Support
- Provide daily administrative and secretarial support to the GIA Director and team leaders in Hong Kong, China, and Malaysia
- Coordinate with local HR & Administration (HR&A) and IT teams across different locations to support staff onboarding and offboarding processes, including paperwork, leave tracking, and training schedules, etc.
- Liaise with local Finance and HR&A teams to process procurement and/or payment requests for office supplies, department subscriptions, and other recurring needs
- Act as the primary point of contact for administrative matters for all remote GIA team members
2. Meeting & Event Coordination
- Prioritize and coordinate internal/external meetings across different time zones, considering local public holidays and working hours
- Coordinate executive and team meetings (room bookings, video conferencing, catering, security notifications, etc.)
- Prepare agendas, materials, and minutes; track attendance; manage follow-ups
- Support workshops and off-sites involving participants from multiple locations
3. Travel & Expense
- Book international travel (flights, trains, hotels, visa arrangements) for team members across different locations
- Process expense reimbursements, ensuring compliance with company T&E policy and handling multi-currency claims
- Support ad-hoc cross-border logistics
4. Documentation & Reporting
- Compile and prepare reports, meeting papers, presentations, and Chinese/English bilingual materials as needed
- Assist in preparing and monitoring departmental budgets
Requirements
- Tertiary education or Degree holder in Business Administration, Secretarial Studies, or related disciplines preferred
- With 5 – 8 years of relevant experience in operations, administration, or secretarial support
- Experience supporting remote or multi-location teams is highly preferred
- Prior experience in listed companies, professional services, or internal audit/finance functions is a strong plus
- Strong ability to anticipate needs, take initiative, and build trust with HK-based and remote leaders/team members
- Strong analytical, critical thinking, interpersonal communication and problem-solving skills; high attention to detail and quality control
- Experience with digital workflow tools (Planner, Forms, Power Automate, Power BI) preferred
- High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint) and collaboration tools (Teams/Zoom)
- Excellent command of verbal and written English and Chinese (Cantonese & Mandarin)
If you have the energy and qualifications to add to our velocity, Please visit KLN Company Webpage to apply or send your CV with your present and expected salary to Human Resources & Administration Department by clicking Quick Apply.
(We are an equal opportunity employer and welcomes applications from all qualified candidates. All personal data will be kept in the strictest confidence and will be used for recruitment purpose only. All applicants maybe considered for other suitable positions in KLN. All personal data of unsuccessful candidates will be destroyed.)
