Executive Assistant (Contract)

Optimum Solutions (Hong Kong) Limited; Hong Kong Island; On-site; HKD 357,000 - 580,000; Part time

Job summary

Optimum Solutions (Hong Kong) Limited is seeking an experienced Executive Assistant (6-month contract) to support senior leaders across the APAC region. This role requires expert calendar management, travel logistics, and confidential administrative support.

You will coordinate meetings, assist with presentations, manage expenses, and collaborate with Finance, Compliance, and Operations to improve workflows. Fluency in English and strong stakeholder skills are essential.

Qualifications

• 8+ years of EA/Team Assistant experience supporting senior leaders.
• Proven multi-time-zone calendar and regional travel coordination across APAC.
• Proficiency with Outlook, Word, Excel, PowerPoint and related systems.
• Excellent verbal and written communication with strong stakeholder management.
• Discretion with confidential information and high attention to detail.
• Proactive, adaptable, and service-minded with strong ownership.

Responsibilities

• Manage calendars for senior executives across APAC time zones.
• Coordinate domestic and international travel arrangements with visas and itineraries.
• Support client events, roadshows, and stakeholder engagements.
• Prepare and track expense claims and supplier invoices.
• Maintain client and operational data in CRM and travel systems.
• Assist with executive presentations and meeting agendas.
• Collaborate with Business Management, Compliance, Finance and regional teams.
• Identify opportunities to streamline administrative workflows.

Skills

Executive support

Calendar management

Travel logistics

Stakeholder management

Communication

Discretion & integrity

Tools

Microsoft Office Suite

Expense management systems

Procurement systems

Travel booking tools

Job description

Contract Type: Non-Permanent / (6-Month Contract) potential to extension, subject to client approval

Location: Hong Kong

Key Accountabilities & Responsibilities

· Calendar & Meeting Management: Manage fluid, high-volume, and frequently changing diaries for senior Office leaders, effectively coordinating internal and external meetings across regional time zones (including Hong Kong, Singapore, and Japan).

· Travel Logistics: Organize seamless domestic and international business travel arrangements, including flights, accommodation, visa processing, detailed itineraries, and real-time contingency planning for dynamic schedule changes.

· Client Events: Coordinate client meetings, roadshows, marketing initiatives, and senior stakeholder engagements across the APAC region in partnership with internal event teams and external vendors.

· Financial Processing: Prepare, review, submit, and track expense claims, procurement requests, and supplier invoices within strict timelines and in full compliance with corporate policy guidelines.

· Record Maintenance: Maintain accurate, up-to-date client and operational data in approved corporate systems, including CRM platforms, travel booking engines, and expense portals.

· Administrative Support: Assist with executive presentation decks, departmental communications, team distribution lists, meeting agendas, and general administrative coordination.

· Stakeholder Collaboration: Build strong collaborative relationships across teams, Business Management, Compliance, Operations, Finance, and regional support networks.

· Continuous Improvement: Proactively identify opportunities to streamline administrative workflows, enhance support models, and drive operational efficiency.

· Risk & Confidentiality: Handle sensitive, confidential business information with absolute discretion, maintaining full compliance with internal risk frameworks and corporate governance standards.

Essential Qualifications & Experience

· Industry Experience: Minimum 8 years of Executive Assistant or Team Assistant experience supporting senior leaders

· Coordination Expertise: Demonstrated expertise in managing complex, multi-time-zone executive calendars and regional/international travel logistics across the APAC region.

· Technical Proficiency: High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience using corporate travel, expense management, invoice processing, and procurement systems.

· Communication Skills: Excellent verbal and written communication skills with strong stakeholder management capabilities across all levels of the organization.

· Professional Attributes: Exceptional attention to detail, sound judgment, and absolute discretion when handling sensitive, proprietary, and confidential information.

· Work Style: Proactive, adaptable, and self-motivated, with a strong service mindset, ability to manage competing demands, and strong ownership of deliverables.

Optimum Solutions is an enterprise Digital & IT solutions and services company that engineers digital transformation for enterprises characterized by agility, efficiency and innovation.

The Company is headquartered in Singapore with 4000+ talented employees across offices and global delivery centers in 9 countries.

Optimum Solutions is an enterprise Digital & IT solutions and services company that engineers digital transformation for enterprises characterized by agility, efficiency and innovation.

The Company is headquartered in Singapore with 4000+ talented employees across offices and global delivery centers in 9 countries.