Project Administrator (APAC Region)

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Job description

We are growing and need a talented and experienced project admistrator to join our newly formed projects function! This is a very exciting role reporting into and supporting the Projects Portoflio Manager based out of Hong Kong or Singapore.

This role is newly formed and will be essential to the ability of the new Vistra Projects function to fulfil its objectives. The role will be responsible for the effective organisation and management of a number of key projects office processes. The work will involve stakeholders across all of Vistra, and allow you to evolved and be the Subject Matter Expert in the PMO management space, supporting a number of programs and initiatives under the Transformation Portfolio.


  • Ensure that the monthly regional portfolio meetings run effectively and efficiently
  • Ensure that all project reports within the region are accurate and submitted on time
  • Ensure that Projects function systems is used in region in line with agreed procedures
  • Undertakes activities related to administration, implementation, reporting, research and analysis to support the planning, development, delivery and evaluation of programs. Contributing to any Group wide project forums.

Key responsibilities

  • Support of all Project processes within the EU
  • Assist regional Portfolio Manager with any relevant project administration tasks
  • Management of Projects governance meetings: schedule, invites, papers, minutes, logs
  • Management of regional portfolio meetings: schedule, invites, papers
  • Production of project reports
  • Management of project records
  • Monitor and calendarize project meetings within region
  • Support of project related resourcing: recruitment admin, interviews, onboarding
  • Support of project related travel administration
  • Support of project related cost administration
  • Administrative support of Projects functions systems
  • Appropriate tasks within underlying projects and programs (when possible)
  • Support PMO resources in central function other regions (when possible)

Qualifications and other requirements

  • Tertiary qualifications in Project Management or related field (or equivalent field experience in a similar role) will be an asset
  • At least one year of working within PPM tools
  • Experience or qualifications in project management methodologies (PMI, PRINCE2) nice to have but not essential
  • Demonstrated ability to build and maintain positive relationships with internal and external stakeholders.
  • Extremely well organised
  • Excellent minute taking skills
  • Excellent MS office skills
  • Project or PMO Management qualification desireable
  • Excellent English communication skills

Note: this is not an Information Technology oriented role

Need more information

Leslie Cheung
Head of Talent Acquisition, North Asia

+852 2848 4506

Job Location

Vistra (Hong Kong) Limited, 19/F, Lee Garden One, 33 Hysan Avenue, Causeway Bay, Hong Kong SAR