Senior Admin Specialist

About the role

Bybit is looking for a Senior Admin Specialist to play a key role in keeping the Hong Kong office running smoothly and efficiently. This position acts as a backbone for the administrative team, handling a wide range of day-to-day operational tasks that keep the organization functioning at its best. The Senior Admin Specialist will work directly with department heads and senior leadership to coordinate schedules, manage communications, and oversee office operations. Candidates should be organized, proactive, and comfortable working in a fast-paced environment where priorities can shift quickly throughout the day.

Key facts

What you'll do

Coordinate daily administrative operations for the Hong Kong office and support senior management with scheduling, logistics, and workflow prioritization.

Manage internal and external correspondence, prepare detailed reports, and organize documentation for distribution to relevant stakeholders across the organization.

Oversee the procurement of office supplies, maintain vendor relationships, and ensure inventory records are accurate and up to date at all times.

Arrange domestic and international travel itineraries, book meeting rooms, and coordinate conference logistics for teams spanning multiple departments and time zones.

Assist with the onboarding process for new hires by preparing welcome packages, setting up workstations, and coordinating orientation sessions with relevant teams.

Maintain both physical and digital filing systems, ensuring all company records are properly categorized, current, and easily retrievable when needed by staff.

Support human resources functions including leave administration, attendance tracking, payroll documentation, and the planning of employee engagement and team-building activities throughout the year.

Handle front desk duties, greet visitors, manage incoming phone calls, and represent the company in a professional and courteous manner at all times.

Partner with the facilities and IT teams to address maintenance requests, coordinate office moves, and ensure the workplace meets all safety and comfort standards.

Draft internal memos, update standard operating procedures, and distribute company-wide announcements to ensure all employees remain informed of policy changes and upcoming events.

Coordinate office events, company-wide meetings, and all-hands gatherings, managing invitations, catering arrangements, and venue logistics from initial planning through final execution.

Monitor office expenses, prepare monthly administrative budgets, and provide cost-saving recommendations to management based on observed spending patterns and vendor comparisons.

Requirements

Bachelor's degree or equivalent practical experience in business administration, office management, or a closely related discipline is required for this position.

A minimum of five years of progressive administrative experience, with at least two years spent in a senior or supervisory role managing a team or function.

Demonstrated expertise in Microsoft Office Suite, particularly advanced proficiency in Excel for data management and PowerPoint for presentation creation.

Excellent written and verbal communication skills in English, with Mandarin language proficiency considered a strong advantage for this role in Hong Kong.

Proven track record of managing multiple concurrent projects, meeting strict deadlines, and maintaining high levels of accuracy under pressure in a dynamic workplace.

Substantial experience providing high-level administrative support to executive leadership, including calendar management, travel coordination, and confidential document preparation with full discretion.

Solid understanding of Hong Kong SAR employment laws, workplace health and safety regulations, and general office administration best practices and standards.

Strong interpersonal skills with the ability to build positive working relationships across departments and interact professionally with internal and external contacts at all levels.

Self-motivated individual who can work independently with minimal supervision while taking ownership of tasks and seeing them through to completion with precision.

Willingness to occasionally work outside standard hours to support special events, office closures, or urgent business needs as required by the organization.

Nice to have

Prior experience working in the financial services, fintech, or cryptocurrency industry is considered a significant advantage for this position.

In-depth knowledge of Hong Kong SAR business culture, local vendor networks, and regional regulatory requirements relevant to office administration.

Previous involvement in office relocation projects, large-scale corporate events, or cross-border administrative coordination efforts in a professional setting.

Holds a professional certification in office administration, project management, or a related field such as Certified Administrative Professional.

Familiarity with cloud-based collaboration tools and experience managing digital workflows in a remote or hybrid office environment is valued.

Skills & tools

Microsoft Office Suite with advanced skills in Word, Excel, PowerPoint, and Outlook for daily business operations.

Google Workspace including Docs, Sheets, Calendar, and Drive for cloud-based document management and team coordination.

Enterprise resource planning systems and human resources management platforms for tracking employee data and administrative workflows.

Email management and calendar scheduling tools for organizing meetings, appointments, and cross-team coordination activities.

Document management and digital scanning software for converting paper records into organized electronic files and archives.

Internal communication platforms such as Slack or Microsoft Teams for day-to-day team collaboration and information sharing.

Expense tracking and budgeting spreadsheets for monitoring office expenditures and preparing periodic financial reports for management review.

Video conferencing and webinar platforms for supporting virtual meetings and remote participation in company-wide discussions and presentations.

Practical notes

This role is based in the Hong Kong SAR office and requires regular in-person attendance during standard business hours from Monday through Friday.

The Senior Admin Specialist will report directly to the Operations Manager or a designated senior leader within the Bybit Hong Kong team.

Bybit provides a competitive compensation and benefits package that includes comprehensive health insurance coverage and annual leave in accordance with Hong Kong SAR employment regulations.

Shortlisted candidates will be asked to provide professional references and must be willing to complete a background verification check before a final offer is made.

This is a full-time permanent position with a standard work schedule; occasional overtime may be required during peak business periods or special company events and initiatives.

About the company

Bybit Fintech Limited, known as Bybit, is a Dubai based centralized cryptocurrency exchange. The platform has faced regulatory warnings in several jurisdictions.