Associate, Secretarial Services

Hong Kong Exchanges and Clearing Limited; Hong Kong; On-site; HKD 600,000 - 900,000; Full time

Job summary

Hong Kong Exchanges and Clearing Limited (HKEX) is seeking an experienced executive secretary to support the Group Company Secretary and the Secretarial Services Department. The role involves managing relationships with senior directors, regulators, and service providers, and driving board meeting logistics.

You will maintain governance records, coordinate calendars, arrange travel, prepare documents, and ensure timely issuance of announcements.

Qualifications

• Bachelor's degree or above in business administration, secretarial studies, or equivalent practical experience.
• At least 10 years of secretarial/administrative experience supporting senior executives.
• Proficiency in word processing, spreadsheets, presentations, email and calendar management.
• Excellent communication skills in Chinese (Putonghua) and English.
• Experience coordinating meetings, travel, document prep, and follow-up.

Responsibilities

• Maintain professional relationships with senior stakeholders, regulatory bodies, service providers and boards.
• Drive board meeting logistics and senior stakeholder coordination for the company and subsidiaries.
• Provide governance-related administrative support, including statutory records and announcements.
• Manage senior executive calendars, appointments, and scheduling conflicts.
• Coordinate internal/external meetings, invitations, agendas, materials, rooms and virtual setups.
• Record and circulate meeting minutes and track action items with deadlines.
• Prepare and format correspondence, reports and presentations for management.
• Screen calls and emails and escalate matters requiring senior executive attention.
• Arrange business travel, accommodations and itineraries; coordinate expense claims and invoicing.

Skills

Word Processing

Spreadsheets

Presentations

Email

Calendar Management

Chinese (Putonghua)

English

Meeting Coordination

Travel Arrangements

Administrative Follow-up

Education

Bachelor's degree

Job description

Company Introduction

We’re home to Asia's most dynamic and vibrant capital markets. Connecting capital, ideas, inspiration and innovation for deeper, more diverse and liquid global capital markets; providing greater choice and opportunity for our customers, each and every day. HKEX is a purpose-driven company. Our commitment to the long-term development of our business and our markets is articulated in our purpose: "To Connect, Promote and Progress our Markets and the Communities they support for the prosperity of all."

Job Summary

Working in the HKEX Secretarial Services Department, the role will play a critical part in providing professional secretarial and administrative support to the Group Company Secretary. Our ideal team member will be a proactive individual with the knowledge and confidence to handle and drive operational tasks.

Job Duties

Maintenance of professional relationships ranging from specific focus on senior stakeholders (i.e. board of directors and advisors) to regulatory bodies / professional intermediaries (i.e. Securities and Futures Commission, Companies Registry) and service providers (i.e. law and professional firms, auditors, and share registrars)

Driving the implementation of board (including subsidiaries) meeting and all initiatives / events, ranging from meeting / events preparation, logistics to senior stakeholder coordination.

Providence of administrative support on the departmental management of the comprehensive company secretarial matters for the Listed company and its subsidiaries including the coordination and issuance of periodic (i.e. interim and annual) announcements and relevant regulatory-related announcements.

Providence of administrative support on the departmental management of the statutory records and governance-related registers to support the Secretarial Services’ operational functions.

Manage the senior executive’s calendar, arrange appointments, and resolve scheduling conflicts in line with agreed priorities.

Coordinate internal and external meetings, including invitations, agendas, meeting materials, rooms, and virtual meeting arrangements.

Record and circulate meeting minutes, maintain action lists, and follow up with responsible parties on agreed deadlines as and when required.

Prepare, proofread, and format correspondence, reports, presentations, and other documents for the management and the department.

Screen and route calls, emails, and requests; respond to routine enquiries within delegated authority and elevate matters requiring the senior executive’s attention.

Arrange business travel, accommodation, and itineraries, and coordinate changes when required.

Prepare expense claims and supporting documentation, and coordinate invoice processing in accordance with company procedures.

Maintain accurate filing systems, contact lists, and document records, with appropriate access controls for confidential information.

Support executive events and administrative assignments, and identify practical improvements to office workflows.

Requirements

The ideal candidate for this role should possess the following attributes:

• Bachelor's degree or above, with relevant qualifications in business administration, secretarial studies, or equivalent practical experience.
• At least 10 years of relevant secretarial or administrative experience, including experience supporting senior executives.
• Proficiency in word processing, spreadsheets, presentation preparation, email, and calendar management.
• Excellent communication skills and competence in both verbal and written Chinese (Putonghua) and English.
• Experience coordinating meetings, travel arrangements, document preparation, and administrative follow-up.

Equal Opportunity / Diversity Statement

HKEX is committed as an Equal Opportunity Employer. Diversity is one of our core values and we look to support, respect diverse perspectives, abilities, culture and experiences within our workplace.

Location & Work Arrangement

Location: HK-ONE ES 48/F Shift: Standard - 40 Hours (Hong Kong SAR) Scheduled Weekly Hours: 40 Worker Type: Permanent

Company Overview

Hong Kong Exchanges and Clearing Limited (HKEX) is a publicly-traded company (HKEX Stock Code:388) and one of the world’s leading global exchange groups, offering a range of equity, derivative, commodity, fixed income and other financial markets, products and services, including the London Metals Exchange. As a superconnector and gateway between East and West, HKEX facilitates the two-way flow of capital, ideas and dialogue between China and the rest of world, through its pioneering Connect schemes, increasingly diversified product ecosystem and its deep, liquid and international markets. HKEX is a purpose-led organisation which, across its business and through the work of HKEX Foundation, seeks to connect, promote and progress its markets and the communities it supports for the prosperity of all.

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