Executive Assistant, Luxury Retail

Magic Search Limited; Hong Kong; On-site; HKD 900,000 - 1,200,000; Full time

Job summary

Magic Search Limited is seeking an exceptional Executive Assistant to support the Regional CEO across a global, high-visibility remit in a luxury-brand environment. This role combines strategic partnership with meticulous calendar control, travel management, and discreet handling of confidential matters.

You will coordinate with group-level executives, manage complex travel, prepare briefing materials, and oversee budgeting and expenses.

Qualifications

• 7–10 years of experience as an Executive Assistant to C-level executives
• Experience in luxury retail, premium hospitality, or large corporate matrix environment
• Fluent English and Mandarin; knowledge of French is a plus
• Strong communication, diplomacy and resilience
• Bachelor’s degree preferred

Responsibilities

• Manage the CEO's highly complex global calendar
• Coordinate domestic and international travel and VIP arrangements
• Prepare briefing materials, presentations and reports
• Liaise with group-level executives and regional presidents
• Manage budget, expenses and invoices with strict compliance
• Handle confidential information and provide lifestyle support as needed

Skills

Executive support

Calendar management

Stakeholder liaison

Budget management

Discretion

Travel logistics

Education

Bachelor's degree

Tools

Microsoft Office

Teams

Expense & travel management software

Job description

In this high-visibility role, you will act as the ultimate gatekeeper, diplomat, and operational anchor for the Regional CEO’s office. You are not just managing a schedule; you are a trusted confidant and strategic partner who uses high emotional intelligence to protect the CEO's time, energy, and focus. Thriving in a fluid and agile business landscape, you will ensure seamless execution with zero margin for error, embodying the refined elegance of a premier luxury brand.

Key Responsibilities

High-Level Executive Support & Agility: Provide comprehensive support to the CEO by managing a highly complex, fluid global calendar. Anticipate shifting priorities, demonstrate exceptional composure under pressure, and proactively build contingency plans.

Stakeholder & Conglomerate Liaison: Serve as the primary point of contact between the CEO’s office and the broader global corporate ecosystem. Build strong, collaborative relationships with group-level executives, regional presidents, and their respective EAs, navigating a complex corporate matrix to unblock bottlenecks.

Operational & Project Management: Manage complex domestic and international travel logistics, including private aviation, VIP security protocols, and bespoke itineraries.

Strategic Preparation: Prepare meticulous briefing materials, presentations, and reports to ensure the CEO is fully prepared for high-stakes meetings.

Budget & Financial Administration: Track and manage the CEO’s budget, expenses, and invoice processing in strict compliance with corporate financial guidelines.

Discretion & Lifestyle Support: Handle highly confidential information with absolute integrity. Assist with personal concierge-style tasks as needed to maximize the CEO’s daily productivity.

Requirements & Qualifications

Experience: A minimum of 7–10 years of solid experience as an Executive Assistant to C-level executives. Experience within luxury retail, premium hospitality, or a large, fast-paced corporate matrix environment is highly preferred.

Language Skills: Exceptional verbal and written communication skills in English and Mandarin are mandatory to communicate with diplomacy, tact, and authority across global stakeholders. (Knowledge of French is a distinct advantage).

Temperament & Resilience: Demonstrated maturity, an unflappable composure, and a strong "no-task-is-too-small" attitude balanced with a strategic vision.

Adaptability: A proven track record of supporting leaders in rapidly evolving environments, with the ability to pivot quickly and manage shifting priorities with grace.

Tech Savvy: Advanced proficiency in Microsoft Office Suite, Teams, and modern corporate expense/travel management platforms.

Education: A Bachelor’s degree is preferred.