Executive Assistant - Nina Hospitality

Hotel; Nina Rodrigues; On-site; BRL 546,000 - 818,000; Full time

Job summary

Nina Hospitality in Hong Kong is seeking an Executive Assistant to support the Managing Director. The role goes beyond traditional secretarial duties, handling document reviews, strategic projects and executive presentation preparation for the Board, Management Committee and stakeholders.

You will manage calendars, coordinate travel, draft bilingual English/Chinese communications, and liaise with hotel GMs and department heads to ensure timely, high-quality outputs with discretion.

Qualifications

• Bachelor's degree in Business Administration, Hospitality Management, Communications or related discipline.
• Minimum 10 years of experience as an Executive Assistant or in a similar role, with at least 3 years supporting Managing Director-level executive; experience in hospitality or multinational corporation preferred.
• Excellent written and spoken English and Chinese (Cantonese and Mandarin) with strong drafting, editing and proofreading skills.
• Advanced proficiency in Microsoft PowerPoint, Word and Excel, with ability to produce polished executive-level decks.
• Familiarity with AI productivity tools (e.g. Microsoft Copilot) and design tools is an advantage.
• High integrity, discretion and confidentiality; strong analytical and organizational skills.

Responsibilities

• Review, proofread and fine-tune reports, proposals, contracts and policies.
• Summarize lengthy documents and highlight key issues, risks and actions for the MD.
• Draft and prepare executive correspondence in English and Chinese.
• Prepare agendas, materials and minutes for Board and Management meetings; track follow-ups.
• Create high-quality presentation decks for key meetings.
• Translate and present hotel data into clear charts and messages.
• Coordinate strategic projects and corporate events across the group.
• Liaise with GMs and department heads to collect inputs and manage deadlines.
• Manage the MD's calendar and travel arrangements.
• Maintain confidentiality and handle sensitive information with sound judgment.

Skills

Executive support

Discretion/confidentiality

Communication (EN/ZH)

Time management

Stakeholder management

Education

Bachelor's degree in Business Administration, Hospitality Management, Communications or related discipline

Tools

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

AI productivity tools

Job description

Date: 21 Oct ****Business Unit: Nina Hospitality, Nina Hospitality Central Office, HK, Nina HospiCompany: Chinachem Group

Job Overview

We are seeking a high-caliber, proactive and highly discreet Executive Assistant to support our Managing Director of Nina Hospitality. Going well beyond traditional secretarial duties, this role serves as a trusted assistant to the Managing Director, reviewing business documents, supporting strategic projects and preparing executive-level presentation materials for the Board, Management Committee and key stakeholders.

Responsibilities

• Review, proofread and fine-tune reports, proposals, contracts, policies and correspondence that any stakeholders submitted to the Managing Director, ensuring accuracy, consistency and a professional standard
• Summarize lengthy documents and highlight key issues, risks and action points for the Managing Director's attention
• Draft, edit and prepare executive correspondence, memos, announcements and briefing notes in English and Chinese
• Prepare agendas, briefing materials and minutes for Board, Management Committee and management meetings, and track follow-up actions to completion
• Prepare high-quality, visually compelling presentation decks for Board meetings, Management Committee meetings and other key engagements
• Gather, consolidate and analyze information and data from hotels and support functions, and translate them into clear charts, tables and key messages
• Ensure all presentation materials are accurate, well structured, consistent with corporate branding and delivered on time
• Assist the Managing Director in coordinating and driving strategic and special projects across the group, including business initiatives and corporate events
• Liaise with hotel General Managers, department heads and external parties to collect input, monitor progress and follow up on deliverables and deadlines
• Prepare project updates, trackers and status reports for the Managing Director
• Manage the Managing Director's calendar, prioritize meeting requests and coordinate travel and business arrangements
• Act as the key point of contact between the Managing Director, internal and external stakeholders, handling enquiries with professionalism and sound judgement
• Handle highly confidential and sensitive information with the utmost discretion
• Undertake other ad hoc duties as assigned by the Managing Director

Requirements

• Bachelor's degree in Business Administration, Hospitality Management, Communications or related discipline
• Minimum 10 years of experience as an Executive Assistant or in a similar role, with at least 3 years supporting Managing Director-level executive; experience in hospitality or a multinational corporation is highly preferred
• Excellent written and spoken English and Chinese (Cantonese and Mandarin), with strong drafting, editing and proofreading skills
• Advanced proficiency in Microsoft PowerPoint, Word and Excel, with a proven ability to produce polished, executive-level presentation decks
• Familiarity with AI productivity tools (e.g. Microsoft Copilot) and design tools is an advantage
• High level of integrity, discretion and confidentiality
• Strong analytical skills, with the ability to digest complex information and present it clearly and concisely
• Excellent organizational and time management skills, able to manage multiple priorities under tight deadlines
• Proactive and resourceful, able to anticipate needs and work independently with minimal supervision
• Meticulous attention to detail with a strong sense of ownership and accountability
• Mature, poised and confident, with strong interpersonal skills to engage stakeholders at all levels

Personal Data Privacy

This Personal Information Collection Statement applies to the collection, use and handling of personal data by the employing company within Chinachem Group (the "Company") pursuant to the Personal Data (Privacy) Ordinance (Cap. 486).

"Chinachem Group" refers to Chinachem Group Holdings Limited and its holding companies, subsidiaries, affiliates and associated companies.

The types of personal data the Company collects from you may include (1) your personal particulars (e.g. your name); (2) your contact information (e.g. telephone number or email address); and (3) your employment information (collectively "Personal Data").

The Personal Data you provide will be treated with utmost confidentiality and used for recruitment related purposes including the assessment of your suitability to assume the job duties of the position you have applied and to determine remuneration offer.

While the provision of full and complete information is necessary for our selection process, sharing your personal details is a voluntary decision.

Failure to provide any of the requested data may impact the processing and outcome of your application.

All Personal Data provided by you will be retained for a maximum of 24 months and then subsequently erased.

Where there are suitable vacancies in the Company's subsidiaries or associate companies during that period, we may transfer your application to them for consideration of employment, but only with your prior consent.

Save and except your current or former employers, academic institutions and service providers engaged by the Company for reference checking purpose, your Personal Data will not be disclosed to any third parties for other unrelated purposes without your prior consent.

Applicants have the right to request access to and correction of their Personal Data in relation to their application.

If you wish to exercise this right, please submit your request in writing to the Human Resources Department of the Company by emailing to ****** with the subject line 'Personal Data Access Request'.

You may also submit your request directly to the Human Resources Department of the Company at 10/F, Nina Tower, 8 Yeung Uk Road, Tsuen Wan, New Territories, Hong Kong.

We are an equal opportunity employer who welcomes application from all qualified candidates.

The information provided will be treated in strict confidence and used only for recruitment purposes.

Candidates may be given consideration for other posts within Nina Hospitality, and will be informed in due course.

Applicants who do not hear from us within four weeks from the date of application may consider their application unsuccessful.

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