Executive Assistant (55K to 70K)

Charlotte Frank; Hong Kong; On-site; HKD 420,000 - 640,000; Full time

Job summary

Charlotte Frank Recruitment Ltd. in Hong Kong seeks a highly professional Executive Assistant to provide comprehensive support to senior executives in a fast-paced financial services setting.

The role requires discretion, superb organization, and the ability to manage complex calendars and international travel. You will screen calls, prepare documents, coordinate board materials, handle expenses, and liaise with stakeholders across time zones.

Qualifications

• Minimum 5–8 years of experience as an Executive Assistant in financial services or fast-paced environments.
• Proven experience supporting C-suite executives or senior leadership.
• Excellent organizational and time-management skills with the ability to multitask.

Responsibilities

• Manage complex calendars across multiple time zones, scheduling meetings and calls.
• Screen calls, emails, and correspondence; be the primary point of contact for stakeholders.
• Prepare, review and edit documents, presentations and reports for executive meetings.
• Coordinate materials for board meetings, client presentations and internal reviews; take minutes as needed.
• Process and reconcile expense reports; manage invoices and vendor payments.
• Organize internal and external events, manage budgets and logistics.

Skills

Calendar management

Executive support

Stakeholder management

Travel coordination

Discretion

Communication

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Job description

A leading financial services firm is seeking a highly professional and discreet Executive Assistant to provide comprehensive support to senior executives. The ideal candidate will have experience in a fast-paced, high-pressure environment, exceptional organizational skills, and the ability to manage complex schedules, international travel, and confidential information with the utmost discretion.

This is a critical role requiring a proactive, detail-oriented individual who can anticipate needs, manage competing priorities, and act as a trusted partner to the executive team.

Key Responsibilities

Executive Support

• Manage complex and ever-changing calendars, scheduling meetings, appointments, and conference calls across multiple time zones.
• Act as the primary point of contact for internal and external stakeholders, screening calls, emails, and correspondence.
• Prepare, review, and edit documents, presentations, and reports for executive meetings.
• Coordinate and prepare materials for board meetings, client presentations, and internal reviews.
• Take minutes and follow up on action items as required.

Travel & Logistics

• Arrange complex international and domestic travel, including flights, accommodation, ground transportation, and visa applications.
• Prepare detailed travel itineraries and ensure all logistics are seamless.
• Manage last-minute changes and disruptions with professionalism and efficiency.

Communication & Stakeholder Management

• Liaise with clients, investors, board members, and senior executives with professionalism and discretion.
• Build and maintain strong relationships with internal teams and external partners.
• Handle confidential and sensitive information with absolute discretion.

Expense & Administrative Management

• Process and reconcile expense reports in line with company policies.
• Manage invoices, purchase orders, and vendor payments.
• Maintain accurate records and filing systems (electronic and hard copy).
• Provide ad-hoc administrative support to the wider team as needed.

Event Coordination

• Organize internal and external events, including client dinners, team offsites, and conferences.
• Coordinate logistics, venue booking, catering, and guest lists.
• Manage event budgets and ensure cost-effectiveness.

Qualifications

• Minimum 5–8 years of experience as an Executive Assistant, preferably in financial services, professional services, or a similarly fast-paced environment.
• Proven experience supporting C-suite executives or senior leadership.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask.
• Strong written and verbal communication skills in English.
• High level of discretion and professionalism when handling confidential information.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Experience with international travel coordination and visa applications.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and problem-solving skills.
• Flexibility to work outside standard hours when required.

Please note that only shortlisted candidates will be contacted

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