Chief of Staff

Hong Kong Nordenlight Trading Limited; Hong Kong; On-site; HKD 480,000 - 720,000; Full time

Job summary

Hong Kong Nordenlight Trading Limited is seeking an experienced executive assistant to provide strategic support to the CEO. You will own the CEO's calendar, coordinate complex meetings, manage travel, and act as a trusted bridge to internal teams and external partners.

The role requires 3+ years supporting C-shell executives, fluency in English, Mandarin and Cantonese, and advanced MS Office skills, with strong presentation and data analysis capabilities.

Qualifications

• Bachelor's degree or above required.
• 3+ years in executive assistant/administrative support to C-suite.
• Fluency in English, Mandarin and Cantonese.
• Advanced Microsoft Office proficiency; PowerPoint design and Excel analysis.
• Excellent organizational and multi-tasking abilities; ability to work under pressure.
• High level of integrity and confidentiality.

Responsibilities

• Take full ownership of the CEO's complex schedule and coordinate meetings, calls, receptions, and personal appointments.
• Prepare briefing packages, background materials and meeting agendas in advance.
• Coordinate domestic and international travel arrangements; bookings, visas and itineraries.
• Organize board and management meetings; draft agendas, prepare materials, coordinate on-site and minutes.
• Accompany the CEO to meetings; document decisions and track follow-ups to closure.
• Draft and polish official documents, speeches, and external correspondence.
• Serve as primary liaison between the CEO's office, internal departments and external stakeholders.
• Manage daily emails, calls and official correspondence; screen messages and draft responses.
• Assist in collecting and analyzing international market data, trends and competitive intelligence.
• Manage confidential contracts and documents with utmost diligence.

Skills

Multilingual communication (English, M

PowerPoint design

Excel data analysis

Education

Bachelor's degree or above

Tools

Microsoft Office

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.