Admin Executive / Executive Assistant - Capital Strategy

Polymer Capital; Hong Kong; On-site; HKD 300,000 - 450,000; Full time

Benefits offered by this job

Paid Annual Leave

Medical Group Insurance

In-built Gym facility

Professional Learning & Development Opportunities

Dynamic and collaborative environment

Job summary

Polymer Capital in Hong Kong is seeking an experienced Executive Assistant to manage executive communications and support logistical operations. In this role, you will coordinate meetings, arrange travel, and maintain the Investor Relations CRM while ensuring efficient office administration.

The ideal candidate will have 5+ years of experience in an office administration role, preferably in a financial institution, and possess strong proficiency in MS Office. The position offers a dynamic work environment with ample opportunities for professional development.

Qualifications

• Minimum 5 years of experience in office administration or executive assistant roles, preferably in finance.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Comfortable working in a collaborative, dynamic environment.

Responsibilities

• Coordinate executive communications and meetings.
• Arrange travel and manage itineraries.
• Maintain the Investor Relations CRM and marketing collateral.
• Organize corporate and investor-related events.

Skills

MS Office proficiency

CRM or database system experience

Communication skills

Organizational skills

Detail-oriented

Job description

Job Responsibilities

• Coordinate executive communications with internal and external parties including handling calls, responding to emails, providing logistical support for all meetings
• Calendar management - scheduling and prioritizing meetings and calls with investors, external counterparties and across offices, to ensure smooth coordination of appointments and activities
• Arrange travel, including visa applications, travel bookings, expense claims, maintaining travel records, preparing itineraries, and managing meeting schedules for overseas trips
• Support executives with expense management using the Concur system
• Maintain the Investor Relations CRM, including updating contact details, distribution lists, logging meetings and calls, and follow‑up actions
• Assist in maintaining and updating Investor Relations marketing collateral (presentations, factsheets and related materials) as required, coordinating with internal stakeholders to ensure content is current and accurate
• Organize corporate and investor‑related events including those that may take place outside of the office, such as investor relations meetings, offsite and investor events
• Handle general office administration as needed, including ordering and replenishing stationery and pantry supplies, sourcing, issuing POs and invoice settlement, and coordinating maintenance of office facilities, equipment and furniture
• Perform ad‑hoc projects and tasks as required

Requirements

• Minimum 5 years of relevant experience in office administration and/or executive assistant roles, preferably with a financial institution or investment/asset management environment
• Strong proficiency in MS Office applications, particularly Outlook, Word, Excel, and PowerPoint (for itineraries, schedules and business meetings)
• Highly self‑motivated, proactive, organized, detail‑oriented and efficient, with the ability to manage multiple tasks and prioritize effectively in a fast‑paced environment
• Comfortable working with CRM or database systems; willing to learn new tools and processes as needed
• Flexible, willing to learn and comfortable taking on a variety of new responsibilities
• Team player with strong communication and interpersonal skills, a self‑starter and quick‑learner

Benefits

• Paid Annual Leave
• Medical Group Insurance
• In‑built Gym facility
• DEI and Philanthropy Initiatives
• Professional Learning & Development Opportunities
• Prime Location: You will work full time from our centrally located office space in the heart of Hong Kong
• High‑Growth: Our team is ambitious and eager to learn and develop skills
• Equal opportunity employer: We celebrate diversity and are committed to an inclusive environment
• Global exposure: With six offices and three affiliate offices around the region, the teams work together to solve meaningful problems at scale
• Dynamic and collaborative environment: Opportunity to work with industry leaders and experts to engage in exciting projects and challenges