Associate, Relationship Management (f/m/d)

Deutsche Börse Group; Hong Kong; On-site; HKD 320,000 - 520,000; Full time

Job summary

Deutsche Börse Group in Hong Kong seeks an Office Manager & Executive Assistant to the Regional Head of North Asia. The role provides comprehensive administrative support, office management, and executive assistance to ensure seamless operations in the Hong Kong office.

You will manage expenses, vendor invoices, regulatory filings, and coordination with regulators. The position requires strong English, Cantonese, and Mandarin communication, high discretion, and the ability to handle multiple

Qualifications

• Minimum 5 years of experience in combined office management and executive assistance.
• Experience supporting senior executives in corporate/financial services environment.
• Strong proficiency in Microsoft Office and Concur expense management system.

Responsibilities

• Oversee office expenses, petty cash, and general expense reporting.
• Review, screen, and process vendor invoices for payment.
• Coordinate with regulators and internal compliance teams on regulatory filings.
• Maintain office policies, records of staff leave, and work-from-home arrangements.
• Plan and execute internal and external events and visits.
• Provide backup support for Admin Executive and visitor management.

Skills

Office management

Executive support

Multitasking

Multilingual communication

Discretion and professionalism

Tools

Concur expense management

Microsoft Office

Job description

Field of Activity

The Office Manager & Executive Assistant to the Regional Head of North Asia will provide comprehensive administrative, executive support, and office management functions to ensure seamless operations within the Hong Kong office. This multi-function role requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.

Your career at Deutsche Börse Group

The Office Manager & Executive Assistant to the Regional Head of North Asia will provide comprehensive administrative, executive support, and office management functions to ensure seamless operations within the Hong Kong office. This multi-function role requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.

Your Responsibilities:

• Oversee office expense payments, petty cash, and general expense reporting
• Review, screen, and process vendor invoices for payment
• Review Hong Kong staff Concur expense reports and support internal audit activities
• Manage office insurance policies and coordinate supplier contract renewals
• Ensure office licenses and regulatory requirements remain up-to-date and compliant
• Liaise with local regulators and internal compliance teams, prepare regulatory reports, and oversee statutory and regulatory filings
• File Annual Returns and document changes in the Board of Directors
• Coordinate with Boards and Committees regarding signature lists, authorized signatories for our HK entity, and documents requiring management’s approval
• Maintain and update the URP (unit recovery plan) for the office
• Maintain office policies and procedures, updating as needed
• Plan and execute internal and external events, including birthday celebrations, team events, Chinese New Year luncheon, and Senior Management visits
• Provide backup support for Admin Executive
• Assist with visitor management, including welcoming guests and arranging hospitality
• Maintain records of staff annual leave, sick leave, and work-from-home arrangements
• Collaborate with Internal Communications and Corporate Engagement teams on HK office initiatives and employee engagement activities
• Coordinate external training programs for HK staff
• Assist with special projects and ad-hoc assignments as directed by senior management
• Support the senior management team with any other administrative needs as required

Our Requirements:

• Minimum 5 years of experience in a combined office management and executive assistance
• Proven experience supporting senior executives in a corporate or financial services environment
• Strong proficiency in Microsoft Office and Concur expense management system
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong written and verbal communication skills in English, Cantonese, and Mandarin
• High level of discretion, integrity, and professionalism, with the ability to handle confidential information appropriately
• Proactive, resourceful, and able to anticipate needs and solve problems independently
• Flexible and adaptable, with the ability to manage changing priorities in a fast-paced environment
• Able to work effectively both independently and as part of a teamDemonstrated ability to manage multiple tasks and priorities effectively

Location: Hong Kong