Department Assistant - Retail

Charterhouse Limited; Hong Kong Island; On-site; HKD 357,000 - 603,000; Full time

Job summary

Charterhouse Limited in Hong Kong is seeking an experienced Executive Assistant to the General Manager. You will manage the GM’s calendar, coordinate meetings and travel, and prepare briefing materials.

You will support retail operations planning, budgeting, onboarding, and governance tasks, ensuring seamless schedules and high-caliber administrative support in a fast-paced multinational environment. Fluency in English and Chinese, strong communication, and proficiency with Microsoft Office are

Qualifications

• Experience providing high-caliber admin and executive support in multinational or fast-paced corporate settings.
• Exceptional planning, multitasking, and time-management abilities.
• Strong written and verbal communication in English and Chinese; translation skills a plus.
• Proficiency with office software and quick adaptability to new tools.

Responsibilities

• Direct end-to-end calendar administration for the General Manager and resolve scheduling conflicts.
• Arrange travel itineraries and prepare briefing materials for meetings.
• Prepare core business planning documents, monitor budget and cost controls.
• Coordinate onboarding for new staff and integrate them into the team.
• Support governance and planning by maintaining master calendars and event logistics.

Skills

Executive Support

Calendar Management

Communication Skills

Bilingual English/Chinese

Problem Solving

Tools

Excel

PowerPoint

Word

Job description

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.