Office Administrator and Events Coordinator

Principal Objective The Office Administrator and Events Coordinator is responsible for supporting a well-organized office environment while coordinating the company’s three major international events annually. This includes managing office operations, coordinating team activities, and ensuring smooth communication between departments. For events, this role oversees travel logistics, vendor coordination, and on-site execution. Additionally, the role provides administrative support for office facilities, visitor arrangements, and internal employee engagement activities. Major Duties and Responsibilities Event Planning • Assist to plan three (3) to four (4) international events abroad per year, including coordinating extensive with internal teams and external vendors. • Plan and execute event-related activities, including travel arrangements, hotel bookings, venue selection, and on-site logistics. • Research and organize diverse dining options or catering solutions tailored to each event. • Facilitate customer visits to our Taipei HQ, including itineraries and accommodations. • Act as the primary point of contact during events, addressing organizational queries and resolving issues promptly. • Manage event budgets, track expenses, and ensure adherence to financial guidelines. Office Management Office Operations & Facility Management •Facilitate a smooth office environment by planning team activities, managing office supplies, and coordinating with the General Affairs (GA) department for office maintenance and repairs. •Oversee office asset inventory, send annual reminders for checks, and coordinate office renovations with IT and GA. •Maintain cleanliness standards by announcing office and fridge cleaning schedules, contacting the cleaning service, and checking on office plants. •Act as a central point of contact for general office inquiries, distributing giveaways and gifts from upper management. HR & Administrative Support •Assist in tracking employee attendance and remind employees to complete required forms. •Remind managers to approve leave requests. Event & Employee Engagement •Organize team-building activities including afternoon tea, department dinners, and birthdays. •Coordinate department gatherings and office celebrations. Visitor & Travel Arrangements •Schedule visits for subsidiary visitors and arrange customer guest visits. •Coordinate hotel bookings and airport pickups. IT & Communication Support •Act as a bridge between foreign employees and IT, assisting with translations. Minimum Requirements & Qualifications Experience & Education • 1+ year of hospitality, PR, event planning or related experience • 3+ years of experience working with a multi-national company is preferable • B.S. degree in Management, Administration or related field preferred Skills & Knowledge • Excellent interpersonal and customer service skills • Strong multi-tasker being able to manage multiple priorities and deadlines with accuracy • Ability to work efficiently with both customers and internal team • Must be detail-oriented, organized, and self-motivated with excellent time management capability • Skilled in identifying customer needs • Critical thinking and problem-solving mindset Technology • Proficiency in the MS Office Suite Other • Travel: International business trips several times a year • Language: Mandarin and English are a must, any other language is a plus • Willingness to work overtime during international business trips.