Executive and Personal Assistant (Family Office) - Hybrid

Hermessi LLC; Hong Kong; On-site; HKD 300,000 - 420,000; Full time

Benefits offered by this job

Paid training

Bonuses based on performance

Competitive salary and benefits

Professional development opportunities

Job summary

Hermessi LLC is seeking a highly organized Personal Assistant to support the CEO in Hong Kong. The role demands superb coordination of administrative, accounting, and fund operations tasks with a high level of discretion.

The ideal candidate will be bilingual in English and Chinese, possess strong Office and Google Suite skills, and deliver precise, proactive support in a fast-paced environment.

Qualifications

• Diploma or above in Business Administration, Finance, Accounting, or related discipline.
• At least 5 years’ relevant experience in an administrative or operations role.
• Excellent written and spoken English and Chinese; Mandarin fluency is required.
• Working knowledge of basic accounting and financial reporting principles.
• Strong organizational and time-management skills with high attention to detail and accuracy.
• Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint.
• Proactive, reliable, and highly committed, with the ability to work independently and manage multiple priorities.
• Demonstrate trustworthiness and reliability in their actions.
• Understand how to use ChatGPT AI tools to increase productivity.
• Working knowledge of Google Suite and modern productivity/project management tools (e.g., Monday, Notion, CRMs)

Responsibilities

• Oversee day-to-day administration while supporting accounting, bookkeeping, and fund operation work.
• Manage contracts, service provider agreements, and internal documentation.
• Liaise with external service providers on monthly bookkeeping, preparation of management accounts, and annual company audits.
• Coordinate with custodians, fund administrators, auditors, legal advisers, and other service providers on routine fund operations matters.
• Assist with fund and bank account opening and KYC/AML documentation.
• Support investor onboarding, respond to basic investor enquiries, and maintain onboarding records.
• Handling personal matters for the CEO.
• Managing household staff - helpers and drivers schedules and performance management.
• Assisting with any house renovation or maintenance projects.
• Arranging family gatherings, children, holidays and parties.
• Running errands for management when required.

Job description

Our client, a family office, is seeking a highly organized and proactive Personal Assistant to support its CEO. The ideal candidate will be tech-savvy, detail-oriented, and capable of managing multiple tasks efficiently.

This role is known for its exceptional productivity demands, where a keen eye for detail and commitment to quality are essential. While it can be demanding, it offers significant rewards. You may occasionally find it challenging, yet it provides a unique opportunity to engage in high-level discussions with executives and glean insights from the very best in the field.

Daily responsibilities:

• Oversee day-to-day administration while supporting accounting, bookkeeping, and fund operation work.

• Manage contracts, service provider agreements, and internal documentation

• Liaise with external service providers on monthly bookkeeping, preparation of management accounts, and annual company audits

• Coordinate with custodians, fund administrators, auditors, legal advisers, and other service providers on routine fund operations matters

• Assist with fund and bank account opening and KYC/AML documentation

• Support investor onboarding, respond to basic investor enquiries, and maintain onboarding records

• Handling personal matters for the CEO

• Managing household staff - helpers and drivers schedules and performance management

• Assisting with any house renovation or maintenance projects

• Arranging family gatherings, children, holidays and parties

• Running errands for management when required

Requirements & Qualifications

• Diploma or above in Business Administration, Finance, Accounting, or a related discipline

• At least 5 years’ relevant experience in an administrative or operations role

• Excellent written and spoken English and Chinese; Mandarin fluency is required

• Working knowledge of basic accounting and financial reporting principles

• Strong organizational and time-management skills with high attention to detail and accuracy

• Proficient in Microsoft Office, particularly Word, Excel, and PowerPoint

• Proactive, reliable, and highly committed, with the ability to work independently and manage multiple priorities in a fast-paced environment

• Are energized by their capacity to create an impact and are fueled by a genuine desire to aid others

• Super detail oriented

• Demonstrate trustworthiness and reliability in their actions.

• Display the ability to tackle intricate problems while offering imaginative solutions.

• Take pride in the caliber of their work and continuously strive for improvement.

• Nurture a strong appetite for learning and personal development.

• Possess deep emotional and social intelligence.

• Understand how to use ChatGPT AI tools to increase their productivity

• Working knowledge of Google Suite (Gmail, Calendar, Drive, Docs, Sheets, Forms, Slides) and modern productivity and project management tools/apps (e.g., Monday, Notion, CRMs)

Why Join Us:

• Paid training

• Performance and impact-based cash bonuses

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

Our core values:

1. We are here to develop long-term relationships - We prioritize fostering enduring connections with Executives, equally as important creating a community with other EAs to build a sense of belonging.

2. Highest quality of service, scale our clients productivity and accomplishing their goals - Our focus is on delivering top-quality service, boosting client productivity, and ensuring Executives achieve their goals. We want to be the Ritz Carlton of EAs.

3. Hyper-focused on continuous up-skilling, unlock human potential to its fullest - We are dedicated to continuous training, not only the EA, but also the Executive as well.

4. Communication is oxygen - clear and open communication is vital to our success, enabling understanding and collaboration.

Our commitment to the people who work with us

1. Paid bootcamp training and shadowing

2. Work with coach/team leader to constantly improve output and service

3. 1 to 1 relationship with executive, additional execs cost more (you get paid more as well) and needs your approval

4. Continuous training on tools, processes, AI prompting, and more

5. For eligible EAs, path to become promoted to Chief of Staff for the Executive

6. 12 days PTO, but following executive’s holidays

7. Performance and impact-based cash bonuses

8. A culture that values warmth, helping each other, and ensuring each other’s success, the opposite of the toxic BPO culture.

9. Internal friendly community meetups and workshops to network with your peers

10. Annual salary increases

Application and Training Process

Due to the overwhelming number of candidates we receive (in the thousands), we try our best to speak with each and everyone of you. It is competitive, so work hard to stand out. Here is our process:

1. Proceed to an online assessment of your judgment, EA skills, communications, and attention to detail. (60 mins)

2. Engage in a live task evaluation. (50 mins)

3. Advance to the final interview stage. (60 mins)

4. Undertake a comprehensive three-week self-guided training program.

5. Depending on your experience, participate in a one-week shadowing experience alongside another Executive Assistant.

6. Spend an intensive one-week training period working directly with the CEO of Hermessi.

7. Enter the candidate pool to be proposed to C-level executives

8. Be paired with a C-level Executive to embark on your professional journey.

Tips

1. Even if you do not know the answers, that is ok! Show us your attitude and mindset, and how hard you work. We recruit for attitude, mindset, and persistence

2. Pay attention to details in the entire process

3. Do not be afraid to ask questions about anything

4. When the opportunity arises, go above and beyond what is being asked for, that is what an EA does for their clients!

We are an Equal Opportunity Employer and consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

If you’re looking for an opportunity to be a part of a dynamic, innovative team, we can't wait to meet you.