Office Secretary / Management Assistant

About the role

A client of Alinefacility Management is looking for a highly organized and proactive Office Secretary / Management Assistant to provide administrative and operational support to the General Manager. The role covers executive support, digital collaboration platforms, policy administration, project tracking and internal communication, reporting to the General Manager.

Key responsibilities

• Manage the General Manager's calendar, meetings, travel and appointments; prepare agendas, take minutes, track action items and follow up on tasks.
• Coordinate office logistics such as supplies and internet, and liaise with government agencies, banks, legal firms and service providers.
• Administer the collaboration platform (Feishu/Lark or similar), including accounts, calendars, document libraries, approval workflows and the knowledge base, and configure workflows for leave, expenses, procurement and contracts.
• Train staff on collaboration tools and support them day to day.
• Draft and maintain company policies, procedures and the employee handbook, and coordinate acknowledgements and onboarding.
• Track departmental projects and milestones, report progress to management, and escalate risks.
• Coordinate internal communications, announcements and events, and organize team-building activities.

Required profile

• Bachelor's degree in Business Administration, Human Resource Management, Administration, Operations Management or a related field.
• At least 2 years of experience in an administrative, executive assistant, office management or management support role.
• Experience in a multinational or fast-paced environment is an added advantage.
• Excellent written and verbal English; Chinese is an added advantage.

Required skills

• Microsoft Office (Word, Excel, PowerPoint)
• Collaboration platforms such as Feishu/Lark, DingTalk, Microsoft Teams or Google Workspace
• Organization, documentation and project coordination skills

Applications are sent to the recruiter by 30 July 2026.