Executive Assistant

Citi; Hong Kong; On-site; HKD 201,000 - 312,000; Full time

Job summary

Citi in Hong Kong is seeking an Administrative Assistant to provide cross-team support to senior leaders in Markets by managing calendars, arranging meetings and travel, and handling other admin tasks.

The role requires strong stakeholder management, prioritization, and a mindset toward continuous improvement with a focus on automation and AI tools to boost productivity.

Qualifications

• Experience supporting multiple senior stakeholders and large teams.
• Strong organizational and time management skills.
• Excellent interpersonal and communication skills.
• Self-motivated and detail oriented.
• Clear and concise written and verbal communication.
• Proficient in Microsoft Office.

Responsibilities

• Directly supports senior managers (C15/C16) and generally supports an entire team.
• Manages day to day calendar(s) of senior management; arranges meetings and travel schedules.
• Arranges conferences, meetings and events as required by the Unit; establishes priorities on behalf of manager or team.
• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel.
• Assists team members with the documentation related to overseas travel Visa, ticketing, hotel, airport transfers, ground transportation and expense reports.
• Orders supplies and process invoices through Procure to Pay system.
• Handles sensitive materials; maintain appropriate levels of confidentiality.
• Coordinate onboarding activities for new hires, including workspace setup and access requests.
• Partner closely with colleagues across locations and functions to facilitate effective communication and teamwork.
• Identify opportunities to streamline administrative processes and improve team efficiency.
• Leverage Microsoft Office tools, collaboration platforms, and digital technologies to enhance productivity.
• Explore and adopt AI-powered tools (e.g., Microsoft Copilot and workflow automation solutions) to automate routine administrative tasks, meeting preparation, scheduling, documentation, and reporting activities.

Skills

Organizational skills

Time management

Interpersonal skills

Communication skills

Self-motivated

Attention to detail

Microsoft Office

Education

Bachelor's degree or equivalent experience

Tools

Procure to Pay system

Microsoft Copilot

Job description

The Administrative Assistant provides administrative and business support to multiple senior leaders and teams within Markets by handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements and providing other administrative tasks.

This role requires strong stakeholder management skills, the ability to prioritize competing demands, and a continuous improvement mindset. Candidates who are curious about automation, and interested in leveraging AI and digital tools to enhance productivity will be highly valued.

Responsibilities

• Directly supports senior managers (C15/C16) and generally supports an entire team
• Manages day to day calendar(s) of senior management; arranges meetings and travel schedules
• Arranges conferences, meetings and events as required by the Unit; establishes priorities on behalf of manager or team
• Coordinates travel arrangements; prepare and distribute schedules/agendas for travel
• Assists team members with the documentation related to overseas travel Visa, ticketing, hotel, airport transfers, ground transportation and expense reports
• Orders supplies and process invoices through Procure to Pay system
• Handles sensitive materials; maintain appropriate levels of confidentiality
• Coordinate onboarding activities for new hires, including workspace setup and access requests.
• Partner closely with colleagues across locations and functions to facilitate effective communication and teamwork.
• Identify opportunities to streamline administrative processes and improve team efficiency.
• Leverage Microsoft Office tools, collaboration platforms, and digital technologies to enhance productivity.
• Explore and adopt AI-powered tools (e.g., Microsoft Copilot and workflow automation solutions) to automate routine administrative tasks, meeting preparation, scheduling, documentation, and reporting activities.
• Appropriately assess risk when business decisions are made, demonstrating particular consideration for the firm's reputation and safeguarding Citigroup, its clients and assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.

Qualifications

• Previous administration experience preferably within a large and complex financial services or similar organization. Experience supporting multiple senior stakeholders and large teams.
• Strong organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Excellent interpersonal and communication skills.
• Self-motivated and detail oriented
• Consistently demonstrates clear and concise written and verbal communication skills
• Proficient in Microsoft Office

Education

• Bachelor's/University degree or equivalent experience

Job Family Group

Business Strategy, Management & Administration

Job Family

Administrative Support

Time Type

Full time

Most Relevant Skills

Please see the requirements listed above.

Other Relevant Skills

For complementary skills, please see above and/or contact the recruiter.

Citi is an equal opportunity employer, and qualified candidates will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other characteristic protected by law.

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