Executive Assistant (Contract to Perm)

Charlotte Frank; Hong Kong; On-site; HKD 600,000 - 800,000; Full time

Job summary

Charlotte Frank seeks an exceptional Executive Assistant to provide comprehensive administrative and operational support to senior investment leaders and the broader team in a fast-paced environment.

The role requires excellent judgment, discretion, and the ability to anticipate needs, coordinating complex calendars, travel, and meetings across time zones while partnering with Compliance, Finance, and HR to ensure smooth operations.

Qualifications

• Bachelor's degree preferred.
• Minimum 5–8 years of Executive Assistant experience supporting senior executives within private equity, investment banking, asset management, consulting or professional services.
• Experience supporting multiple senior stakeholders simultaneously.
• Strong understanding of operating within a fast-paced, client-centric, and highly confidential environment.

Responsibilities

• Provide proactive administrative support to Managing Directors, Principals, and broader investment professionals.
• Manage complex and frequently changing calendars across multiple time zones.
• Coordinate extensive domestic and international travel arrangements.
• Prepare and process expense reports in a timely and accurate manner.
• Monitor and prioritize incoming communications and follow up as appropriate.
• Serve as a key point of contact for internal stakeholders, portfolio companies, advisors, investors, and external partners.
• Coordinate client meetings, investor meetings, presentations, and team events; prepare materials and agendas.
• Arrange conference rooms, video conferencing, catering, and logistics for meetings.
• Support planning and execution of offsites, conferences, investor events, and corporate functions.
• Assist with document management and confidential information; coordinate legal, compliance, and investment-related documentation.
• Track action items, deadlines, and deliverables; maintain contact databases and distribution lists.
• Collaborate with Compliance, Finance, HR, and other functions on administrative processes.

Skills

Executive support

Stakeholder management

Communication

Discretion

Multitasking

Organization

Problem-solving

Adaptability

Education

Bachelor's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Teams

Job description

Our client, a reputable investment market leader is seeking a top-notch EA to provide comprehensive administrative and operational support to senior to a high performing Investment Team. This role requires exceptional judgment, discretion, adaptability, and the ability to anticipate needs in a dynamic and demanding environment.

Key Responsibilities

• Provide proactive administrative support to Managing Directors, Principals, and broader investment professionals.
• Manage complex and frequently changing calendars, including scheduling internal and external meetings across multiple time zones.
• Coordinate extensive domestic and international travel arrangements, including flights, accommodation, visas, ground transportation, and detailed travel itineraries.
• Prepare and process expense reports in a timely and accurate manner.
• Monitor and prioritize incoming communications, ensuring timely follow-up and action where appropriate.
• Serve as a key point of contact for internal stakeholders, portfolio companies, advisors, investors, and external business partners.

Meeting and Event Coordination

• Coordinate client meetings, investor meetings, management presentations, and team events.
• Prepare meeting materials, presentations, briefing documents, and agendas as required.
• Arrange conference rooms, video conferencing, catering, and logistics for internal and external meetings.
• Support planning and execution of offsites, conferences, investor events, and corporate functions.

Business Operations Support

• Assist with document management, filing, and maintenance of confidential information.
• Coordinate execution and circulation of legal, compliance, and investment-related documentation.
• Track action items, deadlines, and deliverables to support efficient workflow management.
• Maintain accurate contact databases and team distribution lists.
• Partner closely with Compliance, Finance, Human Resources, and other Corporate Functions on administrative processes and requirements.

Stakeholder Management

• Build strong relationships across global offices and functions.
• Liaise effectively with senior executives, investors, advisors, bankers, consultants, lawyers, and portfolio company management teams.
• Demonstrate professionalism and sound judgment when handling sensitive and confidential information.

Team Contribution

• Provide coverage and support for other Executive Assistants when required.
• Identify opportunities to improve processes and enhance team efficiency.
• Contribute positively to a collaborative, team-oriented culture.

Qualifications

• Bachelor's degree preferred.
• Minimum 5-8 years of Executive Assistant experience supporting senior executives within private equity, investment banking, asset management, consulting or professional services
• Experience supporting multiple senior stakeholders simultaneously.
• Strong understanding of operating within a fast-paced, client-centric, and highly confidential environment.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
• Excellent verbal and written communication skills in English.
• Strong organizational and prioritization skills with exceptional attention to detail.
• Exceptional stakeholder management
• High level of professionalism and discretion
• Ability to anticipate needs and act proactively
• Excellent multitasking and prioritization capabilities
• Strong problem-solving skills
• Resilience and adaptability under pressure
• Collaborative and team-oriented mindset
• Sound judgment and decision-making ability
• Commitment to delivering the highest level of service and support

Please note that only shortlisted candidates will be contacted

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