Executive Assistant (5-Month Maternity Cover)

Viva Sky Ltd; Hong Kong; On-site; HKD 335,000 - 469,000; Full time

Job summary

Viva Sky Ltd in Hong Kong is seeking an experienced Executive Assistant to provide high-level administrative and organizational support to a senior executive, ensuring smooth daily operations and strategic coordination. The role covers calendar management, travel planning, meeting materials, expense reporting, confidential filing, and coordinating company-wide events.

Requires 10+ years of senior-level support, fluency in English and Chinese, and immediate availability for a 5-month maternity

Qualifications

• 10+ years of administrative and secretarial experience supporting senior management.
• High school diploma or equivalent; a bachelor's degree in business administration or related field is often preferred.
• High proficiency in Microsoft Office, calendar management tools, virtual meeting platforms, and Artificial Intelligence tools.
• Excellent time management, bilingual English and Chinese, and strict confidentiality.
• Immediate start and commitment to the full 5-month contract duration.

Responsibilities

• Schedule and prioritize complex meetings and manage Outlook calendars.
• Screen calls, manage email inboxes, draft correspondence, and liaise with stakeholders.
• Coordinate travel for executive and family, including flights and hotel bookings.
• Prepare meeting materials, assemble slides, and track action items.
• Track expenses and maintain basic spreadsheets or databases.
• Maintain secure physical and digital filing systems.
• Coordinate company-wide events and ad-hoc projects.
• Liaise with service providers and organize with vendors for office tasks.

Skills

Calendar management

Email management

Communication

Confidentiality

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Virtual meeting platforms

AI tools

Job description

Executive Assistant (5-Month Maternity Cover)

An Executive Assistant provides high-level administrative, organizational, and strategic support to senior leader to maximize the operational efficiency.

Key responsibilities

• Schedule and prioritize complex meetings, resolve scheduling conflicts, and maintain Outlook calendars


• Screen phone calls, manage email inboxes, draft correspondence, and serve as the main liaison between executive and internal or external stakeholders


• Coordinate personal appointments, complex business trips, flights, ground transportation, hotel bookings, and travel itineraries for executive and family


• Prepare meeting material, assemble presentation slides, set up conference rooms, and track action plans


• Track daily expenses, compile monthly expense reports, settle on time payment and maintain basic spreadsheets or databases


• Maintain and update physical and digital filing systems, ensuring sensitive information is kept secure, organized and confidential


• Coordinate company-wide events, board meetings, and handle ad-hoc research or special projects


• Organize with handymen, gardeners and movers to get the tasks fixed up


• Build and maintain daily/weekly work schedules, shifts, on-call rotations, and overtime tracking for corporate driver

About you

• Minimum 10 years of administrative and secretarial experience supporting senior management or executives


• High school diploma or equivalent is standard; a bachelor's degree in business administration or a related field is often preferred


• High proficiency in Microsoft Office, calendar management tools, virtual meeting platforms, and Artificial Intelligence tools


• Exceptional time management, clear verbal and written communication in English and Chinese, emotional intelligence, multitasking, and strict adherence to confidentiality


• Immediate start and committed to the full 5-month contract duration is preferred