Executive Assistant/Personal Support Coordinator

Prime Cellar (H.K.) Limited; Hong Kong; On-site; HKD 360,000 - 520,000; Full time

Job summary

Prime Cellar (H.K.) Limited is seeking an Executive & Personal Support Coordinator to provide administrative, organizational, and travel support to a business owner and partner. The role involves managing schedules, travel arrangements, communications, spreadsheets, and records, with significant travel between Hong Kong and the United States.

The successful candidate will thrive in a trusted, long-term support position, be highly organized, patient, service-oriented, and comfortable working

Qualifications

• Excellent spoken and written English.
• Strong proficiency in Microsoft Excel, Outlook, Word, and common office software.
• Exceptional organizational and multitasking abilities.
• Strong attention to detail.
• Professional communication skills.
• Ability to work independently and maintain confidentiality.
• Eligible to obtain and maintain a U.S. visitor visa and travel internationally multiple times per year.

Responsibilities

• Create and maintain Excel spreadsheets for wine inventory, pricing records, marketing schedules, contact databases, and various business reports.
• Organize and maintain electronic files, records, and business documentation.
• Prepare reports, summaries, spreadsheets, and presentations as required.
• Assist with research and information gathering.
• Manage calendars, appointments, reminders, and scheduling.
• Coordinate meetings and follow up on action items.
• Draft and send routine emails and correspondence on behalf of management when requested.
• Coordinate with suppliers, service providers, business associates, and professional advisors.
• Assist with customer and vendor communications.
• Help maintain organized records of business activities and ongoing projects.
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Assist with travel logistics before, during, and after trips.
• Coordinate personal and business errands when required; support management during travel assignments and extended stays abroad.
• Assist with general day-to-day administrative matters that help keep operations running smoothly.

Skills

English communication

Organization & multitasking

Discretion & confidentiality

Independent work

Tools

Microsoft Excel

Outlook

Word

Job description

Executive Assistant/Personal Support Coordinator

Hong Kong | Full-Time | International Travel Required

We are seeking a highly organized, dependable, and personable Executive & Personal Support Coordinator to provide administrative, organizational, and travel support to a business owner and his business partner.

This is a unique opportunity for someone who enjoys helping others stay organized, takes pride in managing details, and prefers working closely with principals in a long-term, trusted support role.

The successful candidate will become an integral part of our day-to-day operations, helping manage schedules, travel arrangements, communications, spreadsheets, business records, and various personal and business administrative responsibilities.

About the Role

The majority of support will be provided to one of the principals, who prefers a traditional, relationship-based working style and relies heavily on trusted administrative support for organization, scheduling, information management, and daily coordination.

This position is ideal for someone who is patient, service-oriented, highly organized, and genuinely enjoys helping others remain productive and well organized.

The role offers significant variety and the opportunity to work in both Hong Kong and the United States throughout the year.

Key Responsibilities

Administrative & Organizational Support

• Create and maintain Excel spreadsheets for wine inventory, pricing records, marketing schedules, contact databases, and various business reports
• Organize and maintain electronic files, records, and business documentation
• Prepare reports, summaries, spreadsheets, and presentations as required
• Assist with research and information gathering
• Manage calendars, appointments, reminders, and scheduling
• Coordinate meetings and follow up on action items

Communication & Coordination

• Draft and send routine emails and correspondence on behalf of management when requested
• Coordinate with suppliers, service providers, business associates, and professional advisors
• Assist with customer and vendor communications
• Help maintain organized records of business activities and ongoing projects

Travel & Personal Assistance

• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries
• Assist with travel logistics before, during, and after trips
• Coordinate personal and business errands when requiredSupport management during travel assignments and extended stays abroad
• Assist with general day-to-day administrative matters that help keep operations running smoothly

Working Relationship & Travel Requirements

This position involves working closely with management and requires a high level of trust, discretion, flexibility, and professionalism.

The successful candidate should enjoy providing hands‑on support and be comfortable assisting a principal who relies extensively on administrative assistance for information organization, scheduling, communications, and business coordination.

The role requires regular travel to the United States several times per year.

Typical travel expectations include:

• Approximately 4 to 6 trips to the United States annually
• Each trip typically lasting 3 to 4 weeks
• Accommodation provided in a private guest room within the principals’ residence
• Work performed primarily from a home office environment while in the United States

Candidates should be comfortable with extended travel, flexible work arrangements, and working closely alongside management in both Hong Kong and the United States.

Requirements

• Excellent spoken and written English
• Strong proficiency in Microsoft Excel, Outlook, Word, and common office software
• Exceptional organizational and multitasking abilities
• Strong attention to detail
• Professional communication skills
• Ability to work independently and maintain confidentiality
• Positive attitude and willingness to assist with a wide variety of responsibilities
• Eligible to obtain and maintain a U.S. visitor visa and willing to travel internationally multiple times per year

Preferred

• 3+ years of experience in executive assistance, office administration, personal assistance, office management, project coordination, hospitality, travel coordination, or related roles
• Experience supporting executives, entrepreneurs, business owners, or senior professionals
• Experience coordinating international travel
• Experience working in an international business environment
• Interest in wine, hospitality, luxury products, travel, or lifestyle-related businesses is an advantage

Personal Qualities We Value

• Patient and supportive personality
• Highly dependable and trustworthy
• Strong sense of responsibility
• Resourceful and proactivePleasant and professional demeanor
• Ability to anticipate needs and solve problems
• Comfortable working closely with management
• Competitive salary based on qualifications and experience
• International travel opportunities
• Long-term career stability
• Friendly and supportive work environment
• Opportunity to work closely with experienced business owners
• Diverse and interesting responsibilities across both business and personal administration