Assistant to CEO

Aspenwood Capital Limited; Hong Kong; On-site; HKD 279,000 - 502,000; Full time

Benefits offered by this job

Global exposure

Senior leadership access

Development support

Job summary

Trend Up Investment (HK) Limited is seeking an organized Assistant to the CEO to provide comprehensive secretarial, administrative and HR support. You will manage calendars, travel logistics, onboarding/offboarding, payroll coordination, and office operations in a fast-paced financial environment.

Ideal candidates have 4–5 years in EA/HR roles, strong English and Mandarin communication, and a proactive, team‑oriented mindset.

Qualifications

• 4–5 years of professional experience in an executive assistant, secretary, or HR/admin generalist role.
• Strong communication skills in both English and Mandarin (spoken and written).
• Exceptional organizational skills with keen attention to detail.
• Self-motivated, energetic, and a team-player.
• Team-oriented mindset with strong interpersonal and collaborative skills.

Responsibilities

• Provide comprehensive secretarial, administrative, and executive support to the CEO in business and personal matters, including calendar and meeting coordination, research, preparation of summaries, and support for ad hoc projects.
• Handle confidential business, financial, corporate, personal, and family-related information with discretion, while monitoring important deadlines, renewals, appointments, payments, applications, and follow-up matters.
• Arrange business and personal travel, including flights, hotels, visas, expenses, and related documentation. Coordinate with the CEO’s driver and manage vehicle licences, registration, insurance, inspections, repairs, maintenance.
• Manage the company calendar, coordinate meeting room reservations and ensure materials are fully organized.
• Attend key meetings, accurately record minutes.
• Coordinate closely with landlords, office maintenance teams, and service contractors. Manage office access cards and oversee the procurement and maintenance of office supplies.
• Manage incoming and outgoing letters, parcels, couriers; handle business card arrangements.
• Plan and coordinate internal entertainment activities, company gatherings, and the Annual Dinner event.
• Handle job-ad postings and arrange interview schedules.
• Manage smooth employee onboarding and offboarding procedures.
• Manage staff employment contracts, service agreements, and staff leave records. Handle MPF arrangements, staff visa applications, and administration for employee group medical and labour insurance.
• Manage monthly payroll for Hong Kong and Mainland China staff, employee reimbursements, and company expense payments.

Skills

English & Mandarin communication

Organizational skills

Interpersonal skills

Team player

Proactive / self-motivated

Job description

We are seeking a highly organized, energetic, and proactive Assistant to CEO to provide comprehensive secretarial, administrative, and Human Resources support. In this pivotal role, you have to ensure smooth day-to-day office operations, efficient executive scheduling, and seamless execution of HR and administrative functions.

Key Responsibilities

Executive, Secretarial & Personal Support

Provide comprehensive secretarial, administrative, and executive support to the CEO in business and personal matters, including calendar and meeting coordination, research, preparation of summaries, and support for ad hoc projects.

Confidentiality, Deadlines & Administration

Handle confidential business, financial, corporate, personal, and family-related information with discretion, while monitoring important deadlines, renewals, appointments, payments, applications, and follow-up matters.

Travel, Driver & Vehicle Coordination

Arrange business and personal travel, including flights, hotels, visas, expenses, and related documentation. Coordinate with the CEO’s driver and manage vehicle licences, registration, insurance, inspections, repairs, maintenance.

Calendar & Meeting Management

Manage the company calendar, coordinate meeting room reservations and ensure materials are fully organized.

Meeting Minutes

Attend key meetings, accurately record minutes.

Office Operations & Facilities

Coordinate closely with landlords, office maintenance teams, and service contractors. Manage office access cards and oversee the procurement and maintenance of office supplies.

Mail & Logistics

Manage incoming and outgoing letters, parcels, couriers; handle business card arrangements.

Company Events

Plan and coordinate internal entertainment activities, company gatherings, and the Annual Dinner event.

Full-Cycle Recruitment

Handle job-ad postings and arrange interview schedules.

Onboarding & Offboarding

Manage smooth employee onboarding and offboarding procedures.

HR Administration

Manage staff employment contracts, service agreements, and staff leave records. Handle MPF arrangements, staff visa applications, and administration for employee group medical and labour insurance.

Payroll & Expense Management

Manage monthly payroll for Hong Kong and Mainland China staff, employee reimbursements, and company expense payments.

Your skills and experience

• 4–5 years of professional experience in an executive assistant, secretary, or HR/admin generalist role.
• Strong communication skills in both English and Mandarin (spoken and written)
• Exceptional organizational skills with keen attention to detail
• Self-motivated, energetic, and a team-player
• Team-oriented mindset with strong interpersonal and collaborative skills

What we offer

• Exposure to global financial institutions and diverse asset classes, expanding your professional network
• Broad exposure to experienced professionals and senior management
• Learning and development support to foster continuous career growth
• Adynamic and collaborative culturewhere your ideas are valued and your contributions recognized

Central, Central and Western District, HK

Trend Up Investment (HK) Limited