Executive Assistant (Contract to Perm)

Charlotte Frank; Hong Kong; On-site; HKD 550,000 - 760,000; Full time

Job summary

Charlotte Frank is seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to senior investment professionals. The role includes calendar management across multiple time zones, extensive travel coordination, and handling confidential information with discretion.

You will support Managing Directors and Principals, prepare materials for meetings, manage communications, and partner with Compliance, Finance, and HR to ensure smooth operations.

Qualifications

• Bachelor's degree preferred.
• 5-8 years of Executive Assistant experience supporting senior executives in 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 calendars across multiple time zones.
• Coordinate domestic and international travel, including visas and itineraries.
• Prepare and process expense reports.
• Monitor and prioritize communications for timely follow-up.
• Liaise with internal stakeholders, portfolio companies, advisors, investors, and external partners.
• Coordinate client and investor meetings, presentations, and events.
• Support planning and execution of offsites, conferences and corporate functions.
• Maintain confidential document management and compliance-related paperwork.
• Track action items and deliverables to ensure efficient workflow.

Skills

Communication skills

Organization

Discretion

Proactivity

Problem solving

Professionalism

Education

Bachelor's degree (preferred)

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft 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

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