Executive Assistant

About the Opportunity

Our client is a respected international organisation operating within the financial and corporate services sector, supporting global business stakeholders, investors, and professional partners across multiple jurisdictions. Their Hong Kong office maintains a lean structure and collaborative working environment, offering employees significant exposure to senior leadership and strategic business activities.

Due to business needs, they are seeking an experienced Executive Assistant to provide high-level support to the Associate Director while ensuring the efficient operation of the Hong Kong office.

The Role

This position combines executive support, office management, and business coordination responsibilities. The successful candidate will act as a key point of contact for internal and external stakeholders, helping senior leadership manage priorities while maintaining a well-organised office environment.

Functional Breakdown

• Executive Support & Business Coordination: 55%
• Office Administration & Operations: 30%
• Project and Stakeholder Support: 15%

Key Responsibilities

Executive Support & Business Coordination (55%)

• Partner closely with the Associate Director on daily business priorities and scheduling requirements.
• Manage a dynamic calendar, including meetings, travel logistics, and event arrangements.
• Prepare professional correspondence, briefing materials, reports, and presentation decks.
• Track follow-up actions and ensure timely completion of assigned deliverables.
• Facilitate communication between regional stakeholders, external partners, and management.
• Support leadership in organising strategic meetings and business engagement activities.

Office Administration & Operations (30%)

• Coordinate general office administration and ensure smooth daily operations.
• Manage office facilities, supplies, service providers, and vendor relationships.
• Maintain corporate records, filing systems, and internal documentation.
• Support invoice processing, expense administration, and basic budget tracking.
• Handle incoming enquiries, visitor arrangements, and office communications.

Project & Stakeholder Support (15%)

• Assist in organising internal events, external functions, and stakeholder meetings.
• Conduct information gathering and prepare summaries for management review.
• Support ad hoc initiatives, business projects, and operational improvement activities.
• Coordinate with regional and overseas offices when required.

Requirements

• Degree holder in Business Administration, Management, Communications, or related disciplines.
• Minimum 3 years' experience gained in Executive Assistant, Personal Assistant, Administration, Office Management, or Executive Coordination roles.
• Previous experience within financial services, banking, insurance, professional services, public sector organisations, chambers, associations, or multinational corporate environments is preferred.
• Strong command of Microsoft Office applications and business communication tools.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Professional, discreet, and capable of handling confidential information.
• Self-motivated and comfortable working independently within a small office setting.
• Strong English and Chinese communication skills.