Chief of Staff

Hong Kong Nordenlight Trading Limited; Hong Kong; On-site; HKD 391,000 - 725,000; Full time

Job summary

Hong Kong Nordenlight Trading Limited is seeking an Executive Assistant to provide full ownership of the CEO's calendar, coordinate both internal and external engagements, and uphold the highest professional standards.

You will manage travel arrangements, prepare briefing materials, draft communications, and act as the primary liaison across business units, investors and government authorities, ensuring timely information flow and impeccable representation.

Qualifications

• Bachelor's degree or higher in a relevant field.
• 3+ years of EA/administrative support to C-suite.
• Fluent in English, Mandarin and Cantonese.
• Strong organizational and multi-tasking abilities.
• Discretion and confidentiality essential.

Responsibilities

• Own the CEO's schedule and coordinate meetings.
• Arrange domestic and international travel.
• Prepare briefing materials and meeting agendas.
• Draft communications and presentations for the CEO.
• Coordinate with internal departments and external stakeholders.
• Attend key meetings and document minutes.
• Screen emails and prioritize high-priority items.

Skills

Languages: English, Mandarin, Cantonse

PowerPoint design

Excel data analysis

Calendar management

Confidentiality

Stakeholder liaison

Education

Bachelor's degree or above

Tools

Microsoft Office Suite

Job description

This is an executive assistant position supporting the CEO with full ownership of schedule management, meeting coordination, travel arrangements, and strategic support. You will serve as the primary liaison between the CEO's office and internal departments, business units, and external stakeholders, ensuring efficient information flow and professional representation of the organization.

Key responsibilities

Take full ownership of the CEO's complex and dynamic schedule; lead coordination of meetings, calls, business receptions and personal appointments, acting as the gatekeeper of the CEO's time.

Prepare briefing packages, background materials and meeting agendas in advance for all the CEO's internal and external engagements.

Coordinate comprehensive domestic and international travel arrangements, including flight bookings, hotel reservations, visa applications, ground transfers and door-to-door itineraries.

Organize board meetings, management team meetings and high-profile external events, with full responsibility for agenda drafting, materials preparation, on-site coordination and official meeting minutes.

Accompany the CEO to key meetings, accurately document decisions and action items, and systematically track and drive the closed-loop implementation of all follow-up tasks.

Draft, review and polish official documents, speeches, presentation materials and external correspondences for the CEO.

Serve as the primary liaison between the CEO's office and all internal departments, business units, as well as external stakeholders including investors, partners, government authorities and media.

Manage the CEO's daily emails, incoming calls and official correspondences; screen and identify high-priority matters and draft formal responses.

Assist the CEO in collecting, compiling and analyzing international market data, industry trends and competitive intelligence.

Manage critical company contracts and confidential documents with utmost diligence; strictly adhere to confidentiality agreements.

About you

Bachelor's degree or above; majors in Business Administration, Communication, Foreign Languages, Secretarial Studies, Economics or related fields are preferred.

3+ years of progressive experience in executive assistant or administrative support roles, with direct experience supporting C-suite executives (CEO / President).

Full fluency in spoken English, Mandarin and Cantonese.

Advanced proficiency in Microsoft Office suite (Outlook / Word / Excel / PowerPoint); strong expertise in PowerPoint presentation design and Excel data analysis.

Excellent organizational planning, multi-tasking and prioritization skills, and proven ability to work under pressure.

High level of personal and professional integrity, strong sense of confidentiality and well-developed emotional intelligence.

Polished professional presence and excellent business etiquette; outstanding interpersonal skills and cross-cultural communication capabilities.

Unlock job insights

Hirer responsiveness Salary match Number of applicants

Your application will include the following questions:

Which of the following statements best describes your right to work in Hong Kong? What's your expected monthly basic salary? How many years' experience do you have as a Chief of Staff? What is your highest level of education?

To help fast track investigation, please include here any other relevant details that prompted you to report this job ad as fraudulent / misleading / discriminatory / salary below minimum wage.

Researching careers? Find all the information and tips you need on career advice.