Executive Assistant

Charlotte Frank; Hong Kong; On-site; HKD 420,000 - 660,000; Full time

Job summary

Our client in Hong Kong, a global financial institution, seeks an Executive Assistant to provide comprehensive administrative and operational support to senior executives in the Hong Kong office. The role is pivotal to ensuring smooth leadership workflow.

Key duties include complex calendar management, global travel planning, executive correspondence, event coordination, project support, and handling confidential information with utmost discretion.

Qualifications

• 5–8 years of senior EA or administrative support experience.
• Expert proficiency in Microsoft Office Suite.
• Excellent English written and verbal communication.
• Strong organizational skills and ability to multitask.
• Discretion and confidentiality essential.

Responsibilities

• Complex Calendar & Meeting Management: Proactively manage and coordinate complex calendars across multiple time zones.
• Global Travel & Itinerary Coordination: Arrange detailed business travel with flights, accommodation, transport, and itineraries.
• Executive Correspondence & Liaison: Manage business correspondence and liaise with internal and external stakeholders.
• Event Planning & Coordination: Plan on-site and off-site events including leadership offsites and team-building.
• Project Management: Handle ad-hoc projects with minimal supervision and prioritize effectively.
• Discretion & Confidentiality: Handle highly sensitive information with utmost discretion.

Skills

Calendar management

Travel planning

Executive support

Communication

MS Office

Confidentiality

Tools

Microsoft Office Suite

Job description

Our client is a global financial institution with a reputation for excellence and a demanding, fast‑paced culture. We are seeking a highly capable, self‑motivated, and polished Executive Assistant to provide comprehensive administrative and operational support to senior executives within our Hong Kong office. This role is critical to ensuring the smooth and efficient functioning of our leadership team.

Key Responsibilities

• Complex Calendar & Meeting Management: Proactively manage and coordinate complex, ever‑changing calendars, scheduling high‑stakes internal and external meetings across multiple time zones.
• Global Travel & Itinerary Coordination: Arrange and orchestrate detailed business travel, including flights, accommodation, ground transportation, and comprehensive itineraries.
• Executive Correspondence & Liaison: Professionally manage all business correspondence, screen and prioritise communications, and act as a key liaison between the executive and internal/external stakeholders.
• Event Planning & Coordination: Plan and execute on‑site and off‑site events, including leadership offsites and team‑building activities.
• Project Management: Handle ad‑hoc projects with minimal supervision, demonstrating exemplary follow‑through and the ability to manage multiple priorities effectively.
• Discretion & Confidentiality: Handle highly sensitive and confidential information with the utmost discretion and professionalism.

Qualifications & Requirements

The ideal candidate will thrive in a demanding, high‑performance environment and possess a proven track record of providing top‑tier support to senior executives in a global financial services firm.

• Professional Experience: A minimum of 5–8 years of experience in a senior executive assistant, administrative support, or customer experience role, preferably within a fast‑paced corporate environment.
• Technical Proficiency: Expert proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Core Competencies: Superior organisational skills, strong attention to detail, and exceptional written and verbal communication skills in English. The ability to multitask, manage competing priorities, and maintain composure under pressure is essential.
• Personal Attributes: High energy, a positive attitude, and a proactive, self‑starter mindset. The successful candidate will be intellectually curious, resourceful, trustworthy, and possess the highest ethical standards. Flexibility to adapt to a dynamic schedule is required.