WTT Office Manager & Executive Assistant

ABOUT WORLD TABLE TENNIS

World Table Tennis is where the sport’s fiercest battles meet bold ideas and creative minds. WTT is powered by a global crew of innovators, storytellers, and game‑changers, who bring energy, expertise, and imagination to everything they do. We’re not your typical workplace; we’re the global engine behind a sport on the rise. So whether it’s staging iconic global events or redefining fan experiences, this is where bold ideas get built, and where every role has impact. At WTT, the arena simply hits different.

To provide end-to-end office operations and executive administration support that keeps the workplace running smoothly and the leadership team operating at pace by managing day-to-day office administration (facilities, supplies, meeting spaces and vendor coordination) and delivering high‑trust executive support so WTT leadership and teams can focus on delivery.

RESPONSIBILITIES

• OFFICE MANAGER

• Operate the reception desk and greet guests, vendors, clients and other visitors and determine their needs.
• Manage daily administrative tasks and coordinate the workflow of office staff, such as delivery services.
• Manage access and operations of office and building facilities, such as ensuring the office’s cleanliness and proper equipment.
• Manage equipment, technologies and platforms required for office operations, such as hotdesking application, office entry application, building entry application, web conferencing software.
• Maintain the office calendar.
• Maintain and order office supplies, and ensure they are properly stocked.
• Manage the pantry and ensure it is clean, well‑stocked and organised.
• Manage relations and communications with building management, such as extending air‑conditioning hours during weekend activities.
• Manage and/or coordinate office related projects, such as renovation and office events.
• Coordinate with external vendors for office maintenance and repairs.
• Ensure compliance with health and safety regulations.
• Ensure that office related expenses adhere to approved budget and procured office supplies adhere to relevant policies and processes or otherwise cost efficient.
• Communicate with the Management team on any issues or concerns regarding the office.
• Other duties as required by Management.

• Provide comprehensive administrative support to the executive team, including but not limited to scheduling/coordinating, and organising meetings, preparing agendas, taking minutes, managing correspondence and record keeping etc.
• Manage the executive team schedule and travel arrangement, ensuring all appointments are recorded and confirmed in a timely manner.
• Respond to incoming emails, telephone calls and correspondence, prioritizing urgent requests and ensuring a timely response.
• Organise travel requirement, such as flight, hotel booking and visa applications.
• Coordinate with internal and external stakeholders, including but not limited to commercial partners, events hosts, shareholders and partners to ensure projects are delivered on time and to budget.
• Other task and projects as required by Management.

REQUIREMENTS

ESSENTIALS:

• At least 5 years working experience relating to office management/administration and executive assistance.
• Strong experience in stakeholder relations, including working with senior personnel such as senior management.
• Meticulous, proactive and discreet in handling strategic and confidential matters.

DESIRABLES:

• Working level capability in Chinese to communicate with Chinese speaking visitors and key personnel.
• Experience in a startup or growth company.