Banking Team Assistant & Executive Secretary

Phaidon International; Hong Kong; On-site; HKD 180,000 - 260,000; Full time

Job summary

Phaidon International is seeking a proactive Junior Secretary / Team Assistant based on Hong Kong Island to provide executive support and team administration. You will manage calendars, coordinate meetings, arrange domestic and international travel, and support events and vendor processes.

The role requires strong organizational skills, attention to detail, and excellent communication in English and Cantonese (Mandarin preferred).

Qualifications

• 3–5 years of secretarial/EA/team assistant experience.
• Experience supporting senior executives and multiple stakeholders.
• Excellent organizational skills and ability to multitask.
• Proficient English and Cantonese; Mandarin preferred.

Responsibilities

• Provide day-to-day secretarial support to senior management, including calendar management, meeting coordination, and travel arrangements.
• Manage meeting schedules, conference room bookings, video conference setup, and materials prep.
• Coordinate domestic and international travel itineraries, flight/hotel bookings, visas, and expense claims.
• Support client meetings, departmental events, and external engagements, including logistics and catering.
• Prepare, process, and track invoices, reimbursements, and vendor payments.
• Assist with onboarding and offboarding for team members and visitors.
• Maintain filing systems and departmental records.
• Liaise with internal stakeholders, overseas offices, vendors, and service providers.
• Support wider team administration, procurement, and ad hoc projects.
• Assist with presentation materials, reports, and correspondence.

Skills

Calendar management

Meeting coordination

Travel arrangements

Vendor management

Communication skills

Education

Bachelor's degree

Tools

Outlook

Word

Excel

PowerPoint

Job description

Phaidon International is seeking a proactive Junior Secretary / Team Assistant based on Hong Kong Island to provide executive support and team administration. You will manage calendars, coordinate meetings, arrange domestic and international travel, and support events and vendor processes.

The role requires strong organizational skills, attention to detail, and excellent communication in English and Cantonese (Mandarin preferred).