Executive Assistant

Apex Builders Company Limited; Sha Tin; On-site; HKD 279,000 - 469,000; Full time

Job summary

Apex Builders Company Limited is seeking an experienced Executive Assistant to join our team in a full-time capacity based in Shek Mun, Sha Tin District. You will provide comprehensive administrative and organisational support to senior management, ensuring their effectiveness and enabling them to focus on key business objectives.

You will be the backbone of our executive office, managing schedules, communications, and special projects with professionalism and discretion.

Qualifications

• Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or equivalent role in a corporate or professional environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling/database systems.

Responsibilities

• Managing executive calendars, scheduling meetings, and coordinating diaries across multiple senior stakeholders to optimise time management and productivity
• Handling confidential correspondence, emails, and communications with professionalism and discretion, filtering and prioritising information as appropriate
• Preparing high-quality reports, presentations, and documentation for executive use, ensuring accuracy and professional presentation standards
• Coordinating travel arrangements, including flights, accommodation, and ground transportation for executives and visiting dignitaries
• Organising and managing meetings, including preparing agendas, taking minutes, and distributing follow-up documentation
• Acting as a primary point of contact for the executive office, managing stakeholder relationships and representing the leadership team professionally
• Managing office budgets, expenses, and procurement processes related to executive office operations
• Supporting special projects and initiatives as directed by senior management, demonstrating flexibility and adaptability
• Maintaining filing systems, databases, and record-keeping practices in compliance with company policy and confidentiality requirements

Skills

Calendar management

Discretion & confidentiality

Stakeholder management

Travel coordination

Report & presentation prep

Budget & procurement

Meeting coordination

Tools

Microsoft Office

Job description

About the role

Apex Builders Company Limited is seeking an experienced Executive Assistant to join our team in a full-time capacity. Based in Shek Mun, Sha Tin District, this is a strategic support role that will be integral to the smooth operation of our executive leadership team. As Executive Assistant, you will provide comprehensive administrative and organisational support to senior management, ensuring their effectiveness and enabling them to focus on key business objectives. You will be the backbone of our executive office, managing schedules, communications, and special projects with professionalism and discretion.

Key responsibilities

• Managing executive calendars, scheduling meetings, and coordinating diaries across multiple senior stakeholders to optimise time management and productivity
• Handling confidential correspondence, emails, and communications with professionalism and discretion, filtering and prioritising information as appropriate
• Preparing high-quality reports, presentations, and documentation for executive use, ensuring accuracy and professional presentation standards
• Coordinating travel arrangements, including flights, accommodation, and ground transportation for executives and visiting dignitaries
• Organising and managing meetings, including preparing agendas, taking minutes, and distributing follow-up documentation
• Acting as a primary point of contact for the executive office, managing stakeholder relationships and representing the leadership team professionally
• Managing office budgets, expenses, and procurement processes related to executive office operations
• Supporting special projects and initiatives as directed by senior management, demonstrating flexibility and adaptability
• Maintaining filing systems, databases, and record-keeping practices in compliance with company policy and confidentiality requirements

What we're looking for

• Minimum 5 years' experience as an Executive Assistant, Personal Assistant, or equivalent role in a corporate or professional environment
• Exceptional organisational and time management skills, with the ability to prioritise multiple tasks and manage competing demands effectively
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling and database management systems
• Excellent written and verbal communication skills in English, with attention to detail and strong grammar
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion
• Strong interpersonal skills with the ability to work effectively with senior executives and across all levels of the organisation
• Proactive approach to problem-solving with the capacity to work independently and as part of a team
• Experience in the construction or property development sector is highly desirable
• Flexibility and willingness to adapt to changing priorities and business needs

What we offer

At Apex Builders Company Limited, we value our employees and are committed to providing a supportive and professional working environment. We offer competitive remuneration, comprehensive benefits, and genuine opportunities for career development and progression. As a member of our executive support team, you will have exposure to senior leadership and the opportunity to develop your skills in a dynamic construction and development company. We provide a collaborative workplace culture where your contributions are recognised and appreciated. We are committed to work-life balance and offer flexible working arrangements where possible to support your wellbeing and personal circumstances.

About us

Apex Builders Company Limited is a respected and established name in the construction and building industry. We are committed to delivering excellence in every project we undertake, combining innovative solutions with expert craftsmanship and professional service. Our team comprises skilled professionals dedicated to maintaining the highest standards of quality, safety, and customer satisfaction. We pride ourselves on our reputation for reliability, integrity, and exceptional project delivery. Working with us means being part of a forward-thinking organisation that values professionalism, teamwork, and continuous improvement.