Waystone leads the way in specialist services for the asset management industry.

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide. With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn. Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.

Summary: Reporting to Executive Director, Country Head, the Associate – Office Administrator will be an integral part of the team’s success.

Essential Duties And Responsibilities

We are seeking a reliable and well-organized Office Administrator to support our daily operation at Waystone Hong Kong office. The Office Administrator will provide administrative support to the team and assist in maintaining an efficient and organized work environment. This will include (but is not limited to) the following:

Office Administrator and Operation Support

• Oversee day-to-day office operations, ensuring efficiency and organization.
• Monitor inventory of office supplies and coordinate restocking. Manage vendor relationships and service contracts.
• Coordinate with IT to maintain office technology and infrastructure.
• Handle office maintenance requests and liaise with building management.
• Greet clients and visitors, ensuring a welcoming and professional experience.
• Manage incoming calls mail distribution.
• Liaise and coordinate director signatures and DHL shipments for client originals
• Handle scheduling of conference room and meeting spaces.
• Assist in maintaining cleanliness and order in shared office spaces.
  
  

Event And Meeting Coordination

• Assist with organizing team meetings, team-building events, office celebrations, and catering needs, etc.
• Set up and break down meeting spaces as required.
• Foster a positive office environment by addressing employee concerns about the physical workspace.
  
  

Administration/Executive Support

• Assist with preparation of reports and materials for meetings upon request.
• Assist with filing, data entry, and maintenance of office records.
• Provide adhoc executive calendar management and general administrative assistance as needed.
• Help prepare materials for meetings and events as needed.
  
  

Compliance And Policies

• Maintain records of office policies and procedures, ensuring compliance with legal and safety standards.
• Conduct periodic reviews of office workflows and recommend improvements.
• Be responsible for BCP management and Operational resilience for HongKong office, and communicate with global offices as needed.
  
  

Office Relocation Support

• Serve as coordinator for the office move, including timelines and logistics.
• Share responsibilities during the office move, such as inventory management and communication with real estate team.
• Coordinate with vendors for furniture, design, and IT setup in the new space.
• Support the office move, such as inventory management and communication with staff.
• Complete any other additional ad hoc tasks or deliverables that may be assigned as needed or due to business demand.
  
  

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience

• Minimum of 2 years relevant experience in an administrative role.
• Strong proficiency in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good command of written and spoken English, Cantonese and Mandarin.
• Attention to details, high accuracy, good time management and organization skills.
• Able to work independently, reliably, multi-task with a flexible attitude to solve problems.
• Immediately available or short notice is highly preferred.
  
  

Education

• University degree holder or high diploma in any discipline