Executive Assistant to Leadership Team

Charterhouse Hong Kong; Hong Kong; On-site; HKD 312,000 - 391,000; Full time

Job summary

Charterhouse Hong Kong is seeking an organized Office & Administration Coordinator to support calendar management, travel bookings, and expense processing. The role involves coordinating meetings, arranging room bookings, and managing guest invitations in a fast-paced corporate environment.

You will handle onboarding/offboarding, visitor hospitality, and maintain department records, while liaising with regional and international offices to keep daily operations running smoothly.

Qualifications

• Experience working in large corporates / retail or FMCG industry preferred.
• Must be able to adapt to a fast-paced environment and multitask effectively.

Responsibilities

• Coordinate internal and external meetings, manage room bookings, organize client event invitations, and confirm agendas.
• Book flights, hotels, and itineraries through corporate travel platforms, obtain manager approvals, and manage frequent business travel across Asia (Korea, China, and Singapore).
• Review, process, and submit team expense claims, gift/entertainment requests, and vendor invoices, ensuring all receipts and paperwork are complete.
• Handle new hire setups and departing staff procedures, including ordering business cards, setting up corporate phones, and coordinating computer and desk arrangements.
• Support visiting colleagues and executives with guest passes, temporary desk setups, Wi-Fi access, and dining reservations.
• Maintain organized department records, key registries, signature logs, and mail tracking.
• Work closely with administrative teams across regional and international offices to keep daily operations running smoothly.
• Assist management and executive leadership with special projects, team events, and daily operational tasks as needed.

Skills

Calendar management

Travel coordination

Expense management

Onboarding & offboarding

Vendor coordination

Cross-office liaison

Administrative support

Multi-tasking in fast-paced env

Job description

Charterhouse Hong Kong is seeking an organized Office & Administration Coordinator to support calendar management, travel bookings, and expense processing. The role involves coordinating meetings, arranging room bookings, and managing guest invitations in a fast-paced corporate environment.

You will handle onboarding/offboarding, visitor hospitality, and maintain department records, while liaising with regional and international offices to keep daily operations running smoothly.