Head of Administration (Company Secretary)

Role Overview

We are seeking an experienced Head of Administration (Company Secretary) to manage the daily operations and corporate governance of our Hong Kong headquarters. In this senior role, you will oversee all office administration functions, ensure efficient service delivery, and uphold compliance with Hong Kong regulations. The ideal candidate has at least 10 years of experience in established companies (including Hong Kong experience), a strong sense of responsibility and service, and excellent organizational and interpersonal skills.

Key Responsibilities

Office Administration & Operations

• Oversee Daily Operations: Oversee the full spectrum of office management services for the Hong Kong office – including facilities management, office support, event planning, travel arrangements, and general administrative services – to ensure day-to-day operations run smoothly and effectively . This involves maintaining a safe, efficient, and well-equipped office environment for all staff.

• Process Improvement: Assist in developing and refining the administrative service processes, functions, and standards for the Hong Kong headquarters. This includes implementing best practices and optimizing workflows to improve efficiency and service quality across all administrative functions.

• Facility Management: Conduct regular on-site inspections of the Hong Kong office to ensure facilities are well-maintained and any issues are addressed promptly. Coordinate with building management and service vendors (e.g. equipment maintenance, cleaning services, security) to ensure normal office operations and an optimal working environment at all times.

• Executive Support & Events: Coordinate and support leadership activities, departmental meetings, client visits, and corporate events. This includes making end-to-end arrangements for executive research visits, customer meetings, and receptions – securing meeting venues, organizing transportation and car usage, booking accommodations, arranging catering/meals, and managing any other logistics as required. Ensure that all business meetings and company-level events are executed professionally, adhering to proper business etiquette and protocol.

• Vendor and Service Management: Ensure the effective operation of all office services and supplies. Oversee office procurement (e.g. office supplies, pantry supplies) and vendor management, including negotiating contracts and monitoring service quality for suppliers such as travel agencies, couriers, office equipment providers, etc.

• Emergency Handling: Act as the first point of contact for any office emergencies or unexpected situations. Respond swiftly to incidents (such as facility issues, urgent administrative requests, or safety matters) and take appropriate measures to resolve problems, minimizing disruption to business activities. Develop and implement contingency plans for crisis scenarios to ensure business continuity , and handle pressure with effective problem-solving.

Corporate Governance & Compliance

• Company Secretarial Duties: Serve as the Company Secretary for the Hong Kong entity, ensuring the company meets all its compliance obligations under Hong Kong law. In this capacity, maintain the company’s statutory records, prepare and file annual returns, and uphold good corporate governance practices . Act as the liaison with regulatory authorities and ensure the business adheres to the Hong Kong Companies Ordinance and any other relevant regulations.

• Board and Leadership Support: Provide guidance and administrative support to senior management and the Board of Directors on governance and corporate secretarial matters. This includes organizing board meetings or leadership meetings when needed, preparing meeting documents or minutes, and advising on proper procedures in line with corporate governance standards . Ensure that decisions and policies from leadership are effectively communicated and implemented within the Hong Kong office.

• Policy Implementation: Assist in establishing standardized policies, mechanisms, and documentation for the Hong Kong headquarters’ administration and governance. This involves drafting or updating company policies related to office management, travel, safety, or compliance, and ensuring these standards are consistently applied. By building a robust administrative framework, help improve business efficiency and continuity in the Hong Kong operations.

Job Requirements

• Experience: At least 10 years of relevant experience in office administration and corporate services within established companies, including hands-on experience in Hong Kong’s business environment. Prior experience in a senior administrative or office manager role is highly desirable (experience in supporting C-level executives or serving as a company secretary is a plus).

• Education: Bachelor’s degree or equivalent qualification in Business Administration, Management, or a related field. Professional certifications in corporate administration or company secretarial practice (e.g. HKICS/CGI) would be an advantage but not mandatory.

• Professional Demeanor: Excellent professional presence, appearance, and temperament suitable for a corporate environment. Must be well-versed in business etiquette and hospitality; able to independently organize large-scale company events and high-level meetings with a polished, customer-oriented approach.

• Organizational Skills: Outstanding organization and coordination abilities. Proven capacity to manage multiple tasks and projects simultaneously, coordinate across departments, and maintain attention to detail. Should have strong time-management skills and be proactive in anticipating office needs.

• Communication & PR Skills: Strong communication and interpersonal skills, with the ability to interact effectively with all levels of staff and external partners. Capable of handling public relations aspects of the role, such as greeting important clients or officials and managing any sensitive inquiries in a courteous, professional manner. Fluency in English (and Cantonese or Mandarin) is expected for effective communication in Hong Kong’s bilingual business setting.

• Service & Responsibility: A high sense of service orientation and dedication. The candidate should demonstrate a strong sense of responsibility and reliability, ensuring that administrative support is provided at a high standard and that issues are followed through to resolution.

• Execution & Resilience: Strong execution skills with a hands-on, results-driven attitude. Able to work under pressure and maintain composure during crises or peak workload periods. The ideal candidate has proven crisis management skills and can quickly adapt to changing circumstances, making sound decisions to protect the company’s operations and reputation.