Admin and Executive Assistant

ABOUT COMMS8

Comms8 is a dynamic marketing agency specialising in delivering innovative and effective solutions to clients across diverse industries. With a strong emphasis on strategic planning and creative execution, we pride ourselves on our ability to craft compelling narratives and engage audiences through impactful campaigns. Our team of experienced professionals combines their expertise in PR, marketing, and digital communications to drive meaningful results for our clients. By staying at the forefront of emerging trends and technologies, we ensure that our clients receive cutting-edge solutions that deliver measurable success. At Comms8, we are committed to excellence and dedicated to helping our clients achieve their communication objectives.

ABOUT OUR TEAM

Our team at Comms8 is a dynamic and diverse group that thrives on collaboration and innovation. Led by our Managing Director, Carol Chan, we bring a wealth of expertise and passion to every project we undertake. Carol's visionary leadership and extensive experience in the industry make her an invaluable asset to our team. At Comms8, we believe in equal opportunities for all and celebrate the richness of cultural differences. We foster an inclusive work environment where every team member s unique perspective and background are valued.

ABOUT THE ROLE

The primary function of this role will be to support the people and operations functions at Comms8. This role will report directly to the Managing Director and will be responsible for delivering efficient and professional support in HR and operational functions, ensuring a productive and engaging experience for our team, thereby enabling the team to perform at their best.

This presents an exciting prospect, offering exposure to various operational activities within Comms8. There are extensive opportunities for professional development and the chance to make a significant impact within Comms8.

Tasks

1. Human Resources:

• Responsible for human resources management for both UK & HK offices, including recruitment, payroll administration, onboarding / staff departure, and maintaining HR records.
• Recruitment:
• Collaborate with management to develop recruitment strategies aligned with organisational objectives and industry trends and best practices.
• Develop job descriptions and utilise effective sourcing channels to attract qualified candidates; conduct market research to ensure competitive compensation and benefits offerings.
• Review applications and arrange interviews to shortlist qualified candidates for management s consideration.
• Conduct reference checks and background verifications of potential hires.
• Extend employment offers and negotiate compensation packages in accordance with organisational guidelines; prepare HR-related contracts for engagement.
• Ensure compliance with applicable employment laws and regulations throughout the recruitment process.
• General HR Functions
• Facilitate new employee onboarding, including system setup, conducting orientation sessions, explaining company policies, and completing necessary paperwork.
• Collaborate with finance team to administer compensation and benefits programmes, including payroll administration, bonus plans and employee benefits enrolment.
• Maintain accurate employee records, develop and update HR policies and procedures, ensure compliance with applicable labour laws, regulations and best industry practices.
• Serve as a point of contact for employees regarding HR policies, procedures, and general inquiries; promote positive employee relations.
• Assist in implementing performance management process; ensure Probationary Review and Annual Review are conducted in a timely manner.
• Handle visa sponsorship license renewal and visa sponsorship applications / administrations.

2. Legal and contract support

• Working closely with the Managing Director to review, amend, and draft Non-Disclosure Agreements (NDA), commercial contracts, agreements and other legal documents with clients and suppliers.
• Ensuring the company's compliance, e.g. GDPR and other relevant regulations
• Providing support for license applications.
• Conducting legal research to support management s decision-making and ensure legal compliance.

3. Office and Executive Assistant Support

• Manage the Managing Director's calendar, including coordinating daily appointments and arranging business trips.
• Maintain and update company files and records, ensuring accurate and organised documentation.
• Create and update company policies, ensuring compliance with relevant regulations and industry best practices.
• General office housekeeping tasks, such as ordering supplies
• Assist with various administrative and personal assistant matters when required.

Requirements

• A minimum of 5 years' professional experience in an admin related role, including but not limited to people management, legal and contract roles. Familiarity with both Hong Kong and United Kingdom practices would be highly advantageous.
• Solid experience in office and executive assistant support.
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
• Demonstrates a keen eye for detail and strong problem-solving skills, capable of working independently.
• Exceptional written and verbal communication skills. Must be fluent in English, and proficiency in written and spoken Chinese would be advantageous.

Proficiency in using office software and Google services, including word processing, spreadsheets, and presentation tools.

• Ability to handle sensitive information with utmost confidentiality.
• Proactive attitude and enthusiasm for learning about new knowledge, technologies and systems.

Benefits

PART OF GREAT BENEFIT

• A vibrant, supportive, and inclusive work environment that fosters professional growth and development.
• Opportunities for career advancement within a rapidly growing marketing agency.
• Competitive salary and benefits package, commensurate with experience.
• Opportunity to qualify for the #WorkHardPlayHarder Fund, our commitment to supporting your personal growth and development.
• Exposure to diverse clients and industries, providing a wide range of learning and networking opportunities.
• Hybrid work mode which allows a flexible work environment that combines remote work and in-person collaboration.
• CPD Training by IPA

Comms8 is committed to providing equal employment opportunity and does not discriminate based on age, sex, sexual orientation, gender identity, race, colour, religion, disability status, marital status, pregnancy, gender reassignment or any other protected characteristics covered by the Equality Act 2010.