Executive Assistant

Gravitas Recruitment Group Hong Kong; Hong Kong; On-site; HKD 420,000 - 700,000; Part time

Job summary

Gravitas Recruitment Group Hong Kong seeks an Executive Assistant to support senior management with complex scheduling, travel, and key administrative tasks in a fast-paced environment. You will report to the CIO, manage their calendar, coordinate meetings across time zones, and arrange domestic and international travel with strict confidentiality.

Excellent organisational and communication skills are essential to liaise with internal teams and external providers to keep operations running

Qualifications

• Minimum 5 years of Executive Assistant experience.
• Experience supporting senior executives or C-suite stakeholders.
• Attention to detail, accuracy and discretion.
• Strong organisational and coordination skills.
• Ability to work independently with minimal supervision.

Responsibilities

• Manage CIO's calendar and prioritise meeting requests.
• Coordinate internal and external meetings across multiple time zones.
• Arrange domestic and international travel including flights and visas.
• Handle confidential communications with professionalism, discretion.
• Support company events and liaise with external service providers.
• Oversee office operations and act as primary contact for admin matters.
• Assist with invoicing, expense tracking and basic budget monitoring.
• Support onboarding and offboarding of employees and equipment.

Skills

Calendar management

Meeting coordination across time zones

Travel planning

Confidential communications

Event support & coordination

Office management

Documentation and record-keeping

Stakeholder management

Budget tracking (basic)

Onboarding / offboarding support

Job description

Executive Assistant

The Executive Assistant joins the organisation to support senior management with complex scheduling, travel, and administrative tasks. The organisation values professionalism and efficiency in delivering seamless executive support within a fast-paced environment.

Role Overview

The Executive Assistant reports directly to the CIO, managing their calendar, coordinating meetings across multiple time zones, and overseeing travel arrangements both domestically and internationally. The role involves handling confidential communications, supporting company events, and liaising with external service providers. Success is demonstrated through effective prioritisation, organisation, and the smooth operation of executive and administrative functions.

Key Skills & Experience

• Manage the CIO's calendar and prioritise meeting requests
• Coordinate internal and external meetings across multiple time zones
• Arrange domestic and international business travel, including flights, accommodation, visas, and ground transportation
• Handle correspondence and communications with a high level of professionalism, discretion, and confidentiality
• Support investor meetings, management meetings, and company events
• Assist with sensitive personal and business matters while maintaining strict confidentiality
• Ensure the smooth day-to-day operation of the office and serve as the primary contact for administrative matters
• Manage office supplies, facilities, and equipment
• Coordinate document execution, filing, record-keeping, and archiving in accordance with company policies
• Liaise with external service providers including accountants, legal counsel, compliance consultants, payroll providers, and corporate secretarial firms
• Support invoice processing, expense management, and basic budget tracking
• Assist with employee onboarding and offboarding, including equipment arrangements and workplace orientation

Requirements

• 5 years of Executive Assistant experience
• Previous experience within a financial institution, preferably buy-side or sell-side
• Experience supporting senior executives or C-suite stakeholders is highly preferred
• Exceptional attention to detail and accuracy
• Strong organisational and coordination skills
• Ability to work independently with minimal supervision
• Proactive, resourceful, and solution-oriented mindset
• Able to manage multiple priorities and work effectively under tight deadlines
• Calm, resilient, and adaptable when dealing with urgent matters or changing priorities
• High level of professionalism, confidentiality, and discretion
• Strong communication and stakeholder management skills
• Fluent in Cantonese, Mandarin, and English (spoken and written)

Additional Information

• Required Skills: IND Fin Private Equity, YSW 2025
• Employment Type: Asia Permanent
• Location: On-Site
• Duration: 2 weeks
• Start Date: 21/09/2026
• Environment: Onsite