Administrative Assistant

We are Assembly – and we’re not like the rest. We’re the modern alternative agency, bringing together industry-leading data, talent, and tech to Find the Change That Fuels Growth for the best brands on the planet, including LG, Adobe, Ralph Lauren, Moncler, Aesop, and more. Our diverse, global community of over 1,600 passionate experts combines global thinking with unmatched local expertise in more than 20 markets worldwide – enabling brands to engage and move consumers anywhere. We use STAGE, Assembly’s proprietary, privacy-centric data solutions platform, to surface powerful insights that transform into actionable brand opportunities. We’re at the cutting edge of new media, technology, and platforms embedded in the lives of today’s consumers, and we’re tapped into how culture and communities’ needs change. We do this while staying steadfast in our commitment to Leave the World Better Than We Found It through measurable social and environmental impact work.

Assembly Korea was named Campaign Asia Korea Media Agency of the Year in 2022

The Administrative Assistant plays a very important role in ensuring smooth day-to-day running of the Assembly Korea office.

Ideally looking for someone with exposure to a similar role. We’ll expect you to be enthusiastic and passionate about providing a best in class service to our potential employees and line managers across the business.

Employment type: 1 year contract (open to review/extend)

Report to: People&Experience Director

WHAT YOU’LL BE DOING ON ANY GIVEN DAY

Office Management (40%)

• Create systems and procedures to ensure a smooth and efficient Facilities and Office Management service
• Manage contracts with vendors related to office management and monitor their service quality
• Assist visitors in hotel booking, car transfers, queries about local facilities, corporate lunches/dinners, visitor door access, office facilities and be their point of contact
• Respond to staff queries in a timely and professional manner
• Manage office pantry
• Owning the clock in/out tool and make sure employees’ work times are recorded
• All in-coming and out-going couriers and work related deliveries
• Order and monitor stationary inventory
• To ensure that the office area is clean and tidy and projects a professional image
• Manage office facilities and ensure all broken facilities are fixed quickly and avoid any negative impact on the day to day office support
• Environment – proactively provide suggestions on improving environment, including day to day life needs; working comfortable level, etc.
• Be the point of contact for IT issues(laptop, printer, clock in/out system) in the office and work as the communicator between staff and IT for resolving technical issues
• Monitoring IT inventory and work with IT Department to ensure sufficient devices and replacements are available for all new and existing staff
• Onboarding and offboarding staff with IT devices, building access cards, etc.
• Manage meeting room bookings
• Assist with office moves and layout planning
• Arrange business cards
• Other administrative tasks when required
• Manage office expenses and consolidate and submit to Finance on monthly basis

HR Operation (30%)

• HR systems maintenance
• Overtime management
• Assist the People team in HR administration; documentation, benefit research, creating employee letters, and other HR operational tasks when required
• On-boarding process – ensuring the new starter has the best new starter experience they can possibly have
• Off-boarding process – ensuring access to work account and building is all terminated
• Coordinate and follow up on onboarding inductions for new starters with other departments
• Support the People team in organising and facilitating staff activities
• Work with regional teams to organise and coordinate regional activities and retreats; including but not limited to hotel booking, flights, rundown of events, training, etc.
• Organise monthly townhalls
• Assist Managing Director, Korea and HR Manager to order staff gifts for anniversaries, birthdays, Seollal and Chusoek and other celebrations
• Keep the Seoul Intranet updated
• Greet candidate and guests in a pleasant and professional manner

Personal Assistant to General Manager (30%)

• Secretarial Support to the Managing Director
• Setting up meetings
• Expense submissions
• Travel bookings
• Support on personal needs (ie. Meal/Snack pickup)

Requirements

• Korean Native
• Minimum 3 year experience as an Office Manager or Administrative Assistant
• Experience working in a busy, fast paced environment

• Having strong organizational skills and ability to multitask and prioritize work
• First class written and verbal communication skills are essential
• The ability to solve problems using own-initiative
• The ability to work autonomously
• Positive, enthusiastic and cooperative attitude

• Proficient using Microsoft Office software packages
• Able to read, write and speak in English (intermediate level)

Benefits

• 4 Social insurance
• Holiday gift for Seollal and Chuseok
• Anniversary gift
• 1 annual leave per month until 1 year and 15 annual leave in second year
• Mobile allowance