Health Advances is seeking a full-time Office Administrator to join our newly-established Hong Kong office. This is an exciting opportunity for an experienced administrative professional who enjoys variety, responsibility and challenge.

Company Description

Health Advances is a strategy consulting firm specializing in developing business and commercialization strategies for new and marketed healthcare and life sciences technologies and service businesses. The firm is dedicated to helping companies, non-profit organizations and investors in the healthcare sector build shareholder value through thoughtful and innovative business strategies, supported by critical market insights, rigorous analyses, and seasoned judgement.

We are establishing our 4th corporate office in Hong Kong to enhance our physical presence and ease of access, regional expertise and visibility with new and existing clients, including those ex-Asia based companies looking at entry and expansion strategies into the Asian markets, and global market entry and expansion strategies for Asia-based companies.

Job Description

The Office Administrator plays a key role in Health Advances Hong Kong office. The Office Administrator provides administrative support to the Senior Management team in the office, provides general support to a team of up to 15 consultants, acts as office liaison with other Health Advances offices and Senior Leadership team members, and provides reception and general administrative support to the office. The successful candidate will be one of two initial functional staff members in the Hong Kong office, which we expect to grow over time. This candidate will work closely with colleagues in the USA and Switzerland offices to ensure coordination on corporate-wide communications, culture, policies, and practices.

General Office Support

• Assume role of primary contact for all external vendors for building maintenance, technical (IT, phone/fax, etc.) needs, mail, and other service-focused needs of the office
• Manage relationship with building landlord and become familiar with lease agreements to ensure compliance by both Health Advances and the Landlord with the terms
• Identify equipment needs for the Hong Kong office (e.g. printers, laptops, copiers, fax, etc.)
• Work with Hong Kong office Senior Leadership team on office budget tracking and adhering to expense policies
• Ensure all supplies are ordered and inventoried for office and kitchen consistent with corporate policies/practices
• Maintain kitchen & break room cleanliness/neatness, including emptying dishwasher and restocking snack supplies on a daily basis
• Phone and reception responsibility

o Greet recruiting candidates, clients and other visitors as they enter the Hong Kong office.

§ Be the first face of Health Advances and ensure a positive and professional welcome and visit.

§ Ensure that their presence is known and there is a plan for their day.

§ Make sure all security measures are taken to protect HA employees and property when visitors are in the office.

o Direct inbound calls within the Hong Kong office to ensure the caller quickly is directed to the appropriate person. Take messages and convey to the appropriate person when asked or needed.

• Assist with implementation of policies from corporate (Weston, MA headquarters) and help ensure compliance in local office

• Assist Weston Event Planner, and / or PAREXEL APAC marketing team (when they can help support), with local marketing of events that HA staff will be attending; help organize attendance at events for HA Hong Kong staff and set-up local conference activities
• Help coordinate work space for any HA or PAREXEL guests visiting HA’s HK office. Provide administrative support as may be requested.
• Process inbound/outbound mail and shipments

Information Technology and Office Equipment Support

• Manage office technical support under the overall guidance of the US-based IT staff. This may involve coordination with a local IT out-sourcing firm for direct assistance as well, if directed by US-based IT staff.
• Be the on-site IT contact to coordinate with US-based IT staff to help enable/coordinate troubleshooting of hardware, software, phone, copier, fax, and other office equipment issues
• Facilitate and coordinate with local technical support with on-site IT consultants and vendors as may be engaged by US-based IT team.
• Connect and disconnect equipment such as mice, keyboards, monitors, docks, televisions, network cables, and phones as directed by tech support.
• Track and log all equipment in the Hong Kong office with service dates, date of install, serial numbers and locations of equipment
• Manage Skype for Business and WebEx processes and issues; troubleshoot problems to resolve through coordination with US-based IT staff or outsourced IT Services vendor responsible for our HK office local support
• Prep and facilitate phone, WebEx/Skype for Business for company meetings and team/client head support for meetings
• Attend regularly scheduled phone conference with Weston office IT staff (monthly or more often if required)
• Work with Weston office IT staff to help resolve local IT problems and improve employee productivity
• Monitor computer room operation per guidelines and instructions from Weston office IT staff, building management, or outsourced IT vendors as needed
• Fix printer or copier jams and/or coordinate maintenance calls with copier firm/service vendor.
• Change consumable printer and copier supplies such as toner and paper

Travel Support

• Arrange travel for HK office sr. management (partners and/or VPs) and other team members involved in business travel for HA
• Prepare expense reports for HK office sr. management (partners and/or VPs)
• Keep track of feedback from staff on hotels, restaurants and airlines providing cost effective and efficient service in/to the cities where HA sr. management and staff travel regularly on business to make future travel arrangements more efficient. Help identify cost-effective travel related options (transportation, hotels, restaurants, ground transport, etc) in the commonly visited cities.

Case Team Support

• Assist with project kickoff and closeout activities
• Schedule expert interviews
• Coordinate payment requests for experts interviewed, with Weston finance team.

Qualifications

• At least 3 years of experience in office administrative support, or equivalent combination of education, training
• Fluency in reading, writing, and speaking English plus either Mandarin, Korean, and/or Japanese is required. Mandarin is preferred
• Strong proficiency with computer applications - particularly MS Outlook, Word, Excel, and PowerPoint, Microsoft CRM, and SharePoint
• Ability to multi-task and prioritize amongst a variety of responsibilities, set expectations and provide deliverables as expected
• Proven ability to listen, communicate effectively (both orally and in writing) and to interact with all levels within the organization in a professional, respectful and courteous manner
• Excellent reasoning, interpersonal and organizational skills, and superior attention to detail

Key Relationships

• Reports to the Hong Kong office head (Partner or VP)
• Interacts regularly with all levels of consulting and functional staff to offer support and help create a positive, friendly and collaborative culture throughout all levels of the organization

Requirements

• 8:00am-5:00pm or 8:30am-5:30pm
• Full time: 45 hours a week
• Must be on site (working remotely is not feasible)

To apply, please submit a resume and cover letter to Dana Gaughan, Chief Talent Acquisition Officer.