Department Assistant - Retail

Charterhouse Hong Kong; Hong Kong; On-site; HKD 279,000 - 346,000; Full time

Benefits offered by this job

Discretionary bonus

Job summary

Charterhouse Hong Kong is seeking an experienced executive assistant to support the General Manager with end-to-end calendar management, travel planning, and briefing materials in a fast-paced multinational setting. The role also covers retail operations support, governance planning, budget tracking with Finance, and smooth onboarding.

Strong English and Chinese, plus MS Office proficiency, are essential for success in this dynamic team.

Qualifications

• Proven executive-support experience in multinational or fast-paced settings.
• Strong organizational and time-management abilities.
• Bilingual proficiency in English and Chinese is required.
• Advanced MS Office skills (Excel, PowerPoint, Word).

Responsibilities

• Direct end-to-end calendar administration for the General Manager and resolve scheduling conflicts.
• Arrange travel itineraries and prepare thorough briefing materials.
• Support retail operations including POS supplies, licensing, and procurement.
• Coordinate agendas and logistics for governance calendars and budget milestones.
• Forecast budgets with Finance for Travel & Entertainment and identify cost savings.
• Facilitate onboarding and integration for new staff, arranging logistics.

Skills

Executive support

Calendar management

Multitasking

Bilingual English/Chinese

Communication

Tools

Excel

PowerPoint

Word

Job description

Salary: HK$25000 - HK$31000 per month + Discretionary Bonus

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.