Executive Assistant

International Brand Center Management Ltd; Hong Kong; On-site; HKD 420,000 - 720,000; Full time

Job summary

International Brand Center Management Ltd in Hong Kong seeks an energetic Executive Assistant to support the Managing Director with commercial and operational duties, leveraging AI tools to streamline workflows and accelerate growth.

You will coordinate calendars, travel, communications, and project tracking across our portfolio, interfacing with partners, banks, and advisors while maintaining discretion and high professional standards.

Qualifications

• 5+ years as EA or commercial operations in fast-paced environments.
• Passion for technology and AI-enabled workflows.
• Solid commercial intuition and ability to summarize complex info.

Responsibilities

• Coordinate projects and portfolios with AI calendar planner.
• Draft bilingual business docs and investor decks.
• Conduct market research and background briefs.
• Liaise with external partners and advisors.
• Manage AI-driven workflows and templates.
• Organize complex international travel.
• Prepare meeting agendas and transcribe minutes.
• Assist with corporate secretarial and banking tasks.
• Maintain centralized knowledge bases.

Skills

5+ years experience

Tech & AI fluent

Commercial acumen

Communication skills

Discretion

Problem solving

Language skills English CantoneseMand

Bachelor degree

Education

Bachelor degree in Business/Communications

Tools

Microsoft Office

Productivity tools

Job description

We are a dynamic, fast-growing single-family office based in Hong Kong with a global outlook. While our roots are grounded in core traditional business and investments, we are actively expanding and diversifying our portfolio into venture capital, real estate, lifestyle/hospitality, and international direct investments.

We pride ourselves on agility, strategic thinking, and embracing innovation. We believe that the future of business operations lies at the intersection of high-level human judgment and artificial intelligence. We are looking for an energetic, aspiring Executive Assistantwho doesn't just keep up with the pace, but accelerates it by leveraging cutting-edge AI tools to drive work efficiency, strategy, and organization growth.

The Role

This is not a traditional administrative EA role. While ensuring the day-to-day coordination and logistics run seamlessly, you will act as an operational and commercial extension of the Managing Director. You will handle business-critical communications, assist with deal/project tracking, interface with internal/external partners, and help drive commercial initiatives across our diversifying portfolio.

Key Responsibilities

1. Commercial & Business Support

Project & Portfolio Coordination:Track timelines and deliverables under an AI enabled calendar planner, keep updates across various investment holdings, real estate assets, and new business ventures.

Document & Presentation Preparation:Draft and refine bilingual business correspondence, executive summaries, investment pitch decks.

Research & Due Diligence Support:Conduct preliminary market research, prepare background briefs on companies, partners, or sector opportunities ahead of meetings.

Stakeholder Management:Act as a primary point of contact and representative of the Managing Director when liaising with external advisors, legal counsel, banks, co-investors, and other business partners.

2. Executive & Operational Assistance

AI-Driven Workflow: Optimize daily operations, check completeness and accuracy, reduce frictions, and automate routine tasks. Build and maintain prompt libraries, automated templates, and smart workflows for the office.

Calendar & Travel Management:Utilising AI, manage a complex, fast-changing executive schedule and arrange comprehensive international business and family travel itineraries.

Meeting Management:With various AI tools, prepare meeting agendas, attend key internal/external meetings, immediately transcribe to actionable minutes, and rigorously follow up on action items.

Family Office Administration:Assist with basic corporate secretarial oversight, banking administration, and lifestyle/personal requests for the Managing Director as needed.

Data & Knowledge Management: Maintain and query centralized knowledge bases using AI retrieval tools to ensure the Managing DIrector and team have instant access to critical data.

Requirements & Qualifications

Experience: 5+ years of experience in an Executive Assistant, or commercial operations role—ideally within a family office, venture capital, private equity, management consulting, or fast-paced startup environment.

Tech & AI Native:A genuine passion for technology and artificial intelligence. You must be very familiar with current AI productivity tools (Copilot, Planner, 豆包etc.) and eager to experiment with new tools to solve business problems.

Commercial Acumen:Strong business intuition. You understand the bottom line, can spot commercial opportunities, and know how to summarize complex information into actionable insights.

Communication Skills:Exceptional written and verbal communication skills in English (Cantonese and/or Mandarin are strong advantages). You write with clarity, polish, and speed.

Mindset:Highly proactive, adaptable, and autonomous. You thrive in a small-team environment where priorities shift quickly, and problem-solving is prized over rigid procedures.

Discretion:Uncompromising integrity and ability to handle highly sensitive, confidential family and business matters with professional tact.

Commercial Acumen:Strong understanding of general business concepts, financial terminology, and private investment processes.

Language Skills:High fluency inEnglish and Cantoneseis required; professional proficiency inMandarinis essential (written and spoken).

Education:A Bachelor degree in Business, Communications, or a related discipline.

Tech Savvy:High proficiency in Microsoft Office Suite (Word, Excel) and modern productivity/project management tools.

Key Personal Attributes

Entrepreneurial Mindset:Thrives in a small team environment, comfortable wearing multiple hats, and possesses a proactive "can-do" attitude.

Discretion & Trustworthiness:Absolute integrity and discretion when handling highly confidential financial, business, and personal matters.

Resourcefulness & Problem-Solving:Able to anticipate needs, connect the dots, and solve problems independently without constant supervision.

Adaptability & High EQ:Excellent interpersonal skills with the ability to build rapport effortlessly with high-net-worth individuals, senior executives, and operational staff alike.

What We Offer

Competitive Compensation:Attractive base salary commensurate with experience, plus performance-based annual bonus.

Growth & Exposure:Direct access to senior leadership and rare, hands-on exposure to a wide variety of industries and direct investments.

Culture:Collaborative, non-bureaucratic, high-trust environment where initiative is recognized and rewarded.