Administrative Assistant

About HOYA Surgical Optics (HSO)

HOYA Surgical Optics (HSO) is the globally leading Preloaded Intraocular Lens (IOL) focused company that provides technologies and solutions that exceed expectations, enabling ophthalmic surgeons to focus on restoring sight. We are dedicated to improving the vision and quality of life for millions of people suffering from cataract, and helping them celebrate life visually.

At HSO, People is the key factor to our success. We aim to create a conducive work environment for our employees around the globe, and to promote an inclusive culture based on our core values – Excellence, Passion, Innovative, Collaboration, and Accountability.

HSO Way of Working

In fulfilling our roles, we are

• Accountable for own capabilities and development.
• Focused on delivering results with excuses, and
• Alive to the sensitivities, risk, and impact we have on others and work in a way that helps others do their work effectively.

We are looking for people who

• See beyond self and are impact focused.
• Consider the needs, challenges, and objectives of every person they interact with.
• Exhibit positive reinforcement to help others succeed.

Job Description

About the role

Works closely with and have impact on: Global Operations, Global Finance, Global HR, Global QA

Reports to: Factory Director, Hoya Medical (Suzhou) Co. Ltd. (HMSZ)

Role Overview

This position provides administrative support to the Factory Director and other senior staff. Duties include general clerical, and project based work. Project a professional company image through in-person and phone interaction. 

Duties and Responsibilities

- Travel arrangements including accommodation and arranging local transportation for visiting and on-site staff

- Answers phone calls and directs callers to appropriate personnel, schedules appointments

- Coordinates logistics for meetings, including room setup and catering.

- Assists with on-boarding for new employees – such as work location, lap tops, mobile phones, business cards etc

- New employee training program may need coordination with either Singapore or Thailand offices to ensure smooth travel, visa and accommodation arrangements.

- Prepare and submit expense reports 

- Coordinate with on site Hoya (HOOPS) office on shared services such as transportation and cafeteria

- Any other appropriate duties as assigned

Requirements

Experience

• 5 – 10 years in a similar position for a mid to large company
• Local knowledge of Suzhou New District is preferred
• Good local knowledge of Suzhou New District and local residency

Skills/Accreditations 

• Good communication skills with English speaking skills in addition to Mandarin
• Good computer skills with e-mails, calendar updates and meeting arrangements
• Proficiency in Microsoft Office (PowerPoint, Word, Excel, Outlook)

Academic Qualifications 

• College Degree 

Travel requirements 

- Approximately 5% of time in a year. Local travel only, international travel not required.