Executive Administrator

Kwan Kee Shark's Fin Limited; Hong Kong; On-site; HKD 36,000 - 54,000; Full time

Benefits offered by this job

Competitive salary package

Full-time employment

Professional working environment

Job summary

Kwan Kee Shark's Fin Limited is seeking an Executive Administrator to join our Sai Ying Pun office on a full-time basis. You will provide comprehensive administrative and secretarial support to senior management, ensuring smooth operation of executive functions and effective leadership focus.

You will manage calendars, prepare reports and documents, coordinate meetings and events, handle confidential information with discretion, and assist with bookkeeping and payroll tasks.

Qualifications

• Proven experience in an executive administration, secretarial or similar support role.
• Proven experience in bookkeeping to handle full set of books independently.
• Strong organisational and time management skills with the ability to prioritise multiple tasks effectively.
• Excellent written and verbal communication in English and Cantonese; additional languages advantageous.

Responsibilities

• Manage executive calendars and schedule meetings for senior staff.
• Prepare and maintain correspondence, reports, presentations and other executive documents.
• Handle confidential information with discretion and attention to detail.
• Organise meetings, conferences and events, including venues, catering and equipment.
• Maintain filing systems, digital and physical, and ensure easy access to records.
• Liaise with internal departments and external parties on executive communications.
• Support with research, data compilation and administrative projects as requested.
• Process invoices, expense reports and other financial documentation.
• Support general office tasks to assist the executive department.
• Liaise with suppliers and with property tenants; manage property portfolio.
• Handle monthly bookkeeping and salary calculation tasks.
• Ensure licenses for businesses and vehicles are renewed on time.

Skills

Executive administration

Bookkeeping

Time management

Communication

MS Office

Discretion

Teamwork

Tools

MS Office

Job description

About the role

Kwan Kee Shark's Fin Limited is seeking an Executive Administrator to join our team on a full-time basis. This role is based in our Sai Ying Pun office in the Central and Western District. As an Executive Administrator, you will provide comprehensive administrative and secretarial support to senior management, ensuring the smooth and efficient operation of executive functions. This position is crucial to maintaining organisational effectiveness and enabling leadership to focus on strategic priorities.

What you'll be doing

• Managing executive calendars and scheduling meetings for senior staff members
• Preparing and maintaining correspondence, reports, presentations and other executive documentation
• Handling confidential information with discretion and maintaining strict attention to detail
• Organising and coordinating meetings, conferences and events, including arranging venues, catering and equipment
• Managing filing systems, both digital and physical, ensuring all records are well-organised and easily accessible
• Liaising with internal departments and external parties on behalf of executives to facilitate communication and problem-solving
• Providing support with research, data compilation and administrative projects as requested
• Processing invoices, expense reports and other financial documentation as required
• Managing general office administrative tasks to support the smooth functioning of the executive department
• Liasing with suppliers for our various businesses
• Liasing with our property tenants and managing our portfolio of properties
• Monthly recurring tasks such as bookkeeping, salary calculation and expense payments
• Ensuring all licenses for businesses, vehicles etc. are renewed on time to ensure smooth operations
• Prepare full set of accounting books for our companies

What we're looking for

• Proven experience in an executive administration, secretarial or similar support role
• Proven experience in bookkeeping to handle full set of books independently
• Strong organisational and time management skills with the ability to prioritise multiple tasks effectively
• Excellent written and verbal communication skills in English and Cantonese; additional languages are advantageous
• Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint and Outlook
• Experience in matters regarding salary calculation, MPF and labour laws in Hong Kong
• Discretion and confidentiality with a high level of integrity when handling sensitive information
• Professional demeanour with a proactive approach to problem-solving
• Ability to work independently and as part of a team
• Experience in the hospitality, food and beverage or retail sectors would be advantageous
• High attention to detail with accuracy in all administrative tasks

About us

Kwan Kee Shark's Fin Limited is an esteemed establishment dedicated to providing exceptional dining experiences centred around premium seafood and traditional cuisine. With a commitment to quality, authenticity and outstanding customer service, we have built a strong reputation in the hospitality industry. Our team values professionalism, cultural heritage and excellence in everything we do, creating a workplace where dedicated individuals can thrive and contribute to our continued success.

What we offer

• A competitive salary package commensurate with experience
• Full-time employment with clear career development opportunities
• A supportive and professional working environment
• Opportunities to work with senior management and gain valuable business experience