Executive Assistant & Business Support Coordinator

313 Family Office; Hong Kong; On-site; HKD 380,000 - 550,000; Full time

Job summary

313 Family Office is seeking an experienced Executive Assistant & Business Support Coordinator in Hong Kong. The role combines executive support, administration and business coordination to relieve the Head of Commercial Strategy & Investor Relations of routine workload.

You will organize day-to-day activities, manage documents and follow-ups, and maintain client paperwork and records. Key tasks include calendar management, meeting coordination, travel support and preparation of presentations.

Qualifications

• 5+ years of relevant experience in administration, executive assistance, secretarial, client services or operations.

Responsibilities

• Manage calendars, meetings and appointments for the Head of Commercial Strategy & Investor Relations
• Coordinate internal and external meetings with clients, prospects and professional partners
• Prepare meeting agendas, briefing materials and supporting documents
• Take meeting notes and maintain clear action points
• Track outstanding actions and follow up with relevant parties
• Assist with travel arrangements, including flights, hotels and itineraries
• Prepare presentations, reports, spreadsheets and other business documents
• Support the administrative side of client onboarding using established checklists and procedures
• Maintain prospect and client databases and update CRM records
• Coordinate client communications and follow-ups to ensure timely responses and updates

Skills

Executive support

Office administration

Client services

Secretarial

Operations

Tools

AI Tools

Microsoft Office

Autopilot

Google Workspace

Job description

Executive Assistant & Business Support Coordinator

This is a hands-on role combining Executive Assistant, Administration and Business Coordination. The primary objective is to take operational and administrative workload away from the Head of Commercial Strategy & Investor Relations, allowing her to focus on business development, investor relationships, client acquisition and strategic initiatives. You will be responsible for keeping day-to-day activities organised, ensuring documents and follow-ups are completed, helping with client paperwork and maintaining accurate records. The successful candidate should be someone who naturally creates order, follows things through and notices what needs to be done before being asked.

Key responsibilities

Manage calendars, meetings and appointments for the Head of Commercial Strategy & Investor Relations

Coordinate internal and external meetings with clients, prospects and professional partners

Prepare meeting agendas, briefing materials and supporting documents

Take meeting notes and maintain clear action points

Track outstanding actions and follow up with relevant parties

Assist with travel arrangements, including flights, hotels and itineraries

Prepare presentations, reports, spreadsheets and other business documents

Support the administrative side of client onboarding using established checklists and procedures

Maintain prospect and client databases and update CRM records

Coordinate client communications and follow-ups to ensure timely responses and updates

About you

5+ years of relevant experience in administration, executive assistance, secretarial, client services or operations

Strong organisational and time-management skills

Excellent attention to detail

IT Skills: AI Tools, Microsoft Office suite and particularly Autopilot, Google Workspaces

Written and spoken English

Ability to communicate professionally with clients and senior executives

Ability to manage confidential information appropriately

Strong follow-up and task-management discipline

Ability to work independently with limited supervision

Ability to manage multiple priorities simultaneously

About us

313 Family Office is a growing Hong Kong-based business working with international entrepreneurs, business owners and investors. This is an opportunity to join a growing business at an early stage and have a meaningful impact on how the organisation operates. You will work closely with senior management and gain exposure to clients, business development and a wide range of business activities. Training will be provided on the specific processes and services relevant to the role. The role offers significant scope for responsibility as the business grows.