Chinese speaking HR & Executive Assistant

Position: Chinese speaking HR & Executive Assistant

Salary: From £30,000 depending on experience

Location: hybrid working, mainly work from home, with need to come to the office for meetings

MD support duties

• providing high quality and effective EA support and administration services to the MD
• general office management duties
• research and support the MD to provide daily briefings/agendas/background material to ensure they are prepped as needed – undertaking research as and when required
• preparation of meeting materials as well as attending meetings and taking minutes
• preparation, design if needed and production of presentations, correspondence and reports as required
• work calendars/diary management
• managing travel arrangements
• organise onsite and offsite events and meetings to include venue sourcing, travel and accommodation arrangements etc.
• coordinate meeting (including video calls) and room prep/set-up
• restaurant bookings
• ad-hoc personal support to MD

HR administrative duties

• Support the recruitment process by posting ads, helping with the selection process, mailing applicants’ notifications, organising interviews, administering tests if applicable and checking eligibility to work in the UK
• Onboarding process – administrative tasks i.e. issuing of induction packs, organisation and record-keeping of online documents
• maintain working visa records by ensuring they are up to date
• establish and maintain cooperative work relationships with all employees and communicate updates to superiors verbally and in writing
• answer routine questions regarding visas, sickness, holidays; explain and email relevant forms
• issue standard HR documents such as reference letters, end of probation period confirmations etc.
• assist in scheduling HR meetings such as performance reviews, disciplinaries, one to one catch up meetings etc.
• assist in administering employee benefit programs, activities and staff events
• send work anniversary, birthday and congratulations cards accordingly as well as gifts, as and when required
• organise HR policy updates and record-keeping
• work with finance on payroll
• communicate effectively with MD on HR matters and any support needed if unsure
• provide full administration support to employees

Requirements

• previous experience in HR management is required, familiar with the above-mentioned tasks
• familiar with UK employment law, with CIPD qualifications are required
• previous experience in assisting senior managers is required
• previous experience working within the media/marketing/PR sector is not essential but preferred
• excellent communication skills required in both English and Chinese (bilingual)
• must be proficient in Excel / Google Suite
• must be experienced working within a fast-paced environment
• must be a team player and be able to work independently
• willing to work within a positive and small company environment
• able to multitask and able to work under pressure
• extremely attentive to detail and patience, with high interpersonal skills