General Admin Virtual Assistant

Role Overview:

We are looking for a proactive and resourceful Administrative Virtual Assistant to provide ongoing administrative and personal support to a busy business owner running a logistics company.

This role focuses primarily on expense administration, travel coordination, and general administrative support, with additional ad hoc tasks as needed. The ideal candidate is highly organized, confident using digital tools, and capable of working independently without requiring constant supervision.

The position will start on a part-time basis and may expand as responsibilities grow over time.

Scope of Work:

The Virtual Assistant will support both business and occasional personal administrative tasks, including but not limited to:

• Administrative & Financial Support
  • Monthly credit card expense reconciliation
  • Tracking and organizing company expenses
  • Maintaining expense records and documentation
  • Preparing and organizing administrative documents

Travel & Booking Coordination

• Booking flights, hotels, and transportation
• Managing travel logistics and itineraries
• Handling visa applications and travel documentation
• Coordinating travel-related arrangements

General Administrative Support

• Handling various ad hoc administrative tasks
• Researching and coordinating purchases (e.g., event tickets, gifts, or personal requests)
• Assisting with document reviews (Word, Excel, PDF files)
• Organizing information and maintaining digital records

Personal Administrative Assistance

• Supporting occasional personal tasks such as:
  • School-related coordination
  • Relocation support
  • Personal bookings and scheduling
  • Other administrative errands as required

Qualifications:

• Required Skills
  • Strong communication skills with proactive updates
  • Excellent organizational and administrative skills
  • High level of digital literacy and computer proficiency
  • Ability to work independently and problem-solve
  • Comfortable handling varied and unpredictable tasks
• Technical Skills
  • Proficiency in:
    • Microsoft Excel
    • Microsoft Word
    • PowerPoint
    • PDF tools
  • Ability to navigate online booking systems and digital platforms

Preferred Traits

• Confident and self-sufficient worker
• Able to follow instructions while using initiative
• Detail-oriented and dependable
• Energetic, adaptable, and eager to learn
• Comfortable supporting both business and personal administrative tasks

Tools & Software:

• Microsoft Office Suite (Excel, Word, PowerPoint)
• PDF tools
• Google Workspace (Docs, Sheets, etc.)
• Online booking systems and travel platforms

Shifts & Hours:

• Part-Time: Starting at minimum of 10 hours per week; semi-flexible shift
  • The VA should ideally be available during the client’s business hours (Hong Kong Time Zone) for communication when necessary
  • Some urgent or quick-turnaround tasks may arise

Target Start Date: April to May

The current assistant will be transitioning out during this period, so the hiring process will begin ahead of time.