Executive Assistant

The Dairy Farm Company, Limited 牛奶有限公司; Hong Kong; On-site; HKD 446,000 - 781,000; Full time

Job summary

The Dairy Farm Company, Limited 牛奶有限公司 is seeking an Executive Assistant to provide proactive, highly organized support to the Group Chief Strategy Officer. The role requires managing executive priorities, coordinating with senior stakeholders, and ensuring smooth operations across corporate functions.

You will prepare materials, manage calendars, coordinate travel, and handle confidential information with discretion.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative role within a multinational or regional organisation.
• Proven experience supporting C-suite executives with highly confidential information and complex stakeholder interactions.
• Advanced proficiency in Microsoft Office applications, including PowerPoint, Excel, Word, Outlook, and Teams.

Responsibilities

• Proactively managing priorities, schedules of meetings and conference calls, and day-to-day administrative matters including meeting materials and correspondence preparation.
• Coordinate end-to-end travel arrangements, including flights, accommodation, visas, transportation, itineraries, and expense claims.
• Prepare meeting agendas, briefing materials, presentations, and follow-up action trackers for leadership discussions.
• Maintain accurate filing and record management for corporate documents and confidential materials.
• Serve as a key point of contact between leaders and stakeholders, ensuring professional and timely communication.

Skills

Executive support

Stakeholder management

Calendar management

PowerPoint

Excel

Word

Outlook

MS Teams

Travel coordination

Discretion/confidentiality

Education

Bachelor's degree or equivalent

Tools

PowerPoint

Excel

Word

Outlook

MS Teams

Job description

We are looking for a proactive, highly organised, and detail-oriented Executive Assistant with a strong sense of ownership and a solutions-driven mindset. This role will provide dedicated support to the Group Chief Strategy Officer, ensuring the smooth management of executive priorities while facilitating effective coordination across senior stakeholders and business functions.

Is this your next challenge in Executive Assistance?

The challenge is to:

• Proactively managing priorities, schedules of meetings and conference calls, and day-to-day administrative matters including meeting materials and correspondence preparation.
• Liaise closely with Executive Assistants supporting C-suite leaders and senior executives across the Group to coordinate meetings, business priorities, and key deliverables.
• Prepare meeting agendas, briefing materials, presentations, and follow-up action trackers to ensure effective execution of leadership discussions and commitments. Handle highly confidential and sensitive information with absolute discretion, professionalism, and sound judgment.
• Coordinate end-to-end travel arrangements, including flights, accommodation, visas, transportation, itineraries, travel documentation, and expense claims.
• Support the preparation, formatting, and quality review of PowerPoint presentations, Keynote, Excel, and Word documents, ensuring consistency as and when needed.
• Collaborate with Finance, Procurement, and external vendors to ensure timely processing of payments.
• Provide comprehensive administrative and coordination support to the Corporate Strategy team, ensuring efficient execution of team priorities and initiatives.
• Coordinate mandatory operational exercises and workplace activities, including office moves, fire drills, onboarding, and workplace administration.
• Maintain accurate filing and record management for corporate documents, contracts, and other confidential materials.
• Manage onboarding and offboarding logistics for team members, including workspace arrangements, system access coordination, equipment requests, and induction support.
• Serve as a key point of contact between the leaders and stakeholders, ensuring professional and timely communication.
• Support initiatives and special projects as assigned.

Do you have experience in Executive Assistance?

• Minimum 5 years of experience as an Executive Assistant or in a similar senior administrative support role within a multinational or regional organisation.
• Proven experience supporting C-suite executives, with a strong track record of managing highly confidential information and complex stakeholder interactions.
• Exceptional organisational and prioritisation skills, with the ability to manage multiple competing demands in a fast-paced environment.
• Demonstrated ability to anticipate needs, exercise sound judgment, and work independently with minimal supervision.
• Strong stakeholder management skills, with the ability to build effective working relationships across all levels of the organisation.
• Excellent verbal and written communication skills, with strong interpersonal and influencing capabilities.
• Advanced proficiency in Microsoft Office applications, particularly PowerPoint, Excel, Word, Outlook, and Teams.
• Strong attention to detail, accuracy, and follow-through, with a commitment to delivering high-quality work. Resourceful, agile, and adaptable, with a proactive approach to problem-solving and continuous improvement.
• Professional, discreet, and trustworthy, with the maturity and executive presence required to support senior leadership.

DFI Retail Group (the ‘Group’) is a leading Asian retailer driven by its purpose to “Sustainably Serve Asia for Generations with Everyday Moments”.

At 31 December 2025, the Group and its associates operated over 7,580 outlets across 12 markets, and employed over 79,000 people. The Group had reported revenue of US$8.9 billion.

The Group provides quality, value and service to Asian consumers through a compelling retail experience, supported by an extensive store network and highly efficient supply chains. The Group, and its associates, operates under a portfolio of well-known brands across five key divisions: health and beauty, convenience, food, home furnishings, and restaurants.

DFI Retail Group (the ‘Group’) is a leading Asian retailer driven by its purpose to “Sustainably Serve Asia for Generations with Everyday Moments”.

At 31 December 2025, the Group and its associates operated over 7,580 outlets across 12 markets, and employed over 79,000 people. The Group had reported revenue of US$8.9 billion.

The Group provides quality, value and service to Asian consumers through a compelling retail experience, supported by an extensive store network and highly efficient supply chains. The Group, and its associates, operates under a portfolio of well-known brands across five key divisions: health and beauty, convenience, food, home furnishings, and restaurants.