Executive Assistant / Personal Assistant / Secretary

Neo Image; Hong Kong; On-site; HKD 279,000 - 446,000; Full time

Job summary

Neo Image in Hong Kong is seeking a talented Executive Assistant to provide high-level administrative and secretarial support to senior management. You will manage calendars, prepare meeting notes and correspondence, and coordinate travel arrangements, ensuring smooth operations and professional communication.

You will handle confidential information with discretion, liaise with stakeholders, and support events and presentations.

Qualifications

• Proven experience as Personal Assistant or Executive Secretary.
• Excellent organisation and time management.
• Proficiency in Microsoft Office Suite.
• Outstanding written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills with senior stakeholders.
• Proactive and independent work style in a fast-paced environment.
• Travel coordination and event support experience is a plus.

Responsibilities

• Manage executive calendars, schedules and appointments to optimise time.
• Prepare and maintain meeting notes and documentation.
• Draft, edit and proofread correspondence and reports.
• Coordinate travel arrangements including flights and accommodation.
• Handle confidential information with discretion.
• Organise filing, records, and document management.
• Support events, presentations and meetings with materials.
• Liaise with internal and external stakeholders on executives' behalf.
• Maintain office supplies and smooth workflow.
• Assist with general administrative duties as required.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion and confidentiality

Interpersonal skills

Organization

Proactive/independent work

Tools

Microsoft Office Suite

Job description

Executive Assistant / Personal Assistant / Secretary

About the role Our client is seeking a talented and organized Executive Assistant to join their team on a full-time basis. This position offers the opportunity to provide high-level administrative and secretarial support to key members of the organization. As a Executive Assistant, you will be instrumental in ensuring the smooth operation of executive functions and will play a vital role in supporting the efficiency and productivity of the business operations.

Key responsibilities

• Manage executive calendars, schedules and appointments, ensuring optimal time management and coordination
• Prepare and maintain comprehensive meeting notes and documentation
• Draft, edit and proofread correspondence, reports and other business communications
• Organise and coordinate travel arrangements, including booking flights, accommodation and ground transportation
• Handle confidential and sensitive information with discretion and professionalism
• Manage office administration tasks including filing systems, records management and document organisation
• Provide support for events, presentations and meetings, including preparation of materials and presentations
• Liaise with internal and external stakeholders on behalf of executives
• Maintain office supplies and equipment, ensuring efficient workflow
• Assist with general administrative duties as required to support business operations

What we're looking for

• Proven experience working as a Personal Assistant, Executive Secretary or in a similar senior administrative role
• Excellent organisational and time management skills with the ability to prioritise multiple tasks effectively
• Proficiency in Microsoft Office Suite and other relevant software applications
• Outstanding written and verbal communication skills, with attention to detail and accuracy
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong interpersonal skills and the ability to work effectively with senior management and diverse stakeholders
• Proactive approach with the ability to work independently and use initiative
• Flexibility and adaptability in a fast-paced, dynamic environment
• Professional demeanor and presentation
• Experience with travel coordination and event planning is advantageous