Department Assistant - Retail

Charterhouse Partnership Asia; Hong Kong; On-site; HKD 320,000 - 520,000; Full time

Job summary

Charterhouse Partnership Asia is seeking an experienced executive assistant to support the General Manager in Hong Kong. The role covers calendar management, travel arrangements, and high-level administrative tasks in a fast-paced, multinational environment.

You will handle correspondence, coordinate meetings, and assist with budgeting, onboarding, and workspace setups, ensuring smooth governance and efficient operations. Fluency in English and Chinese is essential.

Qualifications

• Proven executive support experience in multinational or fast-paced corporate settings.
• Exceptional planning, multitasking, and time-management abilities.
• Strong English and Chinese communication; translation skills are a plus.
• High proficiency with standard office software and quick learner of new tools.

Responsibilities

• Direct end-to-end calendar management for the General Manager and travel itineraries.
• Manage daily POS supplies, licensing, uniform procurement, and sustainability initiatives.
• Coordinate internal/external meetings and maintain master calendars and budget timelines.
• Forecast Travel & Entertainment budgets and monitor expenditures with cost-saving focus.
• Support onboarding and integration of new staff, arranging workspace and schedules.

Skills

Executive support

Organizational skills

Bilingual EN/ZH

Office software

Tools

Excel

PowerPoint

Word

Job description

Job description

Core Responsibilities

• Executive Support & Schedule Management: Direct end-to-end calendar administration for the General Manager, resolve scheduling conflicts, handle professional correspondence, arrange travel itineraries, and compile thorough briefing materials.

• Retail Operations & Frontline Support: Champion retail excellence by preparing core business planning documents (including performance targets, incentive calculations, and market intelligence data), managing daily point-of-sale supplies and licensing, coordinating uniform procurement, and supporting sustainability and client reward initiatives.

• Divisional Governance & Planning: Build and maintain the annual master calendar, coordinate agendas and logistics for internal and external gatherings, and oversee timeline milestones for budget alignment.

• Financial & Budget Tracking: Partner closely with Finance and department leads to forecast annual Travel & Entertainment (T&E) budgets, monitor expenditures against set allocations, and uncover cost-saving opportunities.

• Team Onboarding & Integration: Facilitate a welcoming and structured integration experience for incoming personnel, coordinating logistics, workspace setups, and schedules to ensure a seamless transition into the business.

What You Bring to the Team

• Professional Background: A strong, proven track record of providing high-caliber administrative and executive support within multinational or fast-paced corporate settings.

• Organizational Mastery: Exceptional planning, multitasking, and time-management capabilities, paired with a natural aptitude for anticipating needs and solving problems proactively.

• Communication Skills: Strong verbal and written command of both English and Chinese (with translation abilities considered a distinct asset), underpinned by high emotional intelligence, active listening, and diplomacy.

• Technical Acumen: High-level proficiency in standard office productivity tools (such as Excel, PowerPoint, and Word) alongside a fast-learning approach to new business software.

What Energizes You

• Operational Excellence: Creating structure, clarity, and seamless governance within fast-moving business environments and complex executive schedules.

• Creative Problem-Solving: Navigating ambiguous situations with agility, balancing multiple moving parts, and designing smart solutions to unique challenges.

• Relationship Building: Fostering genuine, trust-based connections and collaborating effortlessly with colleagues across all tiers of an organization.