Executive Assistant (Top Financial Services)

Charlotte Frank; Hong Kong; On-site; HKD 335,000 - 614,000; Full time

Job summary

Charlotte Frank is seeking a highly professional Executive Assistant to support senior executives in a fast-paced financial services environment. The role requires managing complex calendars, international travel, and confidential information with utmost discretion.

The successful candidate will anticipate needs, prioritize competing tasks, and act as a trusted partner to the executive team, enabling efficient decision-making and strategic outcomes.

Qualifications

• 5–8 years of EA experience, preferably in financial or professional services.
• Experience supporting C-suite or senior leaders.
• Outstanding organizational and time-management skills.
• Strong written and verbal English communication.
• Discretion handling confidential information.
• Proficiency with Microsoft Office and calendar tools.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Manage complex calendars across multiple time zones.
• Screen calls and emails; coordinate internal and external communications.
• Prepare documents and materials for meetings and board sessions.
• Arrange international and domestic travel, visas and accommodations.
• Handle expense reports, invoices, POs, and vendor payments.
• Coordinate internal and external events and guest lists.
• Maintain filing systems and provide ad-hoc admin support.

Skills

Executive support

Time management

Discretion

Communication

Multitasking

MS Office

Travel coordination

Tools

MS Office

Calendar tools

Job description

A leading financial services firm is seeking a highly professional and discreet Executive Assistant to provide comprehensive support to senior executives. The ideal candidate will have experience in a fast-paced, high-pressure environment, exceptional organizational skills, and the ability to manage complex schedules, international travel, and confidential information with the utmost discretion.

This is a critical role requiring a proactive, detail-oriented individual who can anticipate needs, manage competing priorities, and act as a trusted partner to the executive team.

Key Responsibilities

Executive Support

• Manage complex and ever-changing calendars, scheduling meetings, appointments, and conference calls across multiple time zones.
• Act as the primary point of contact for internal and external stakeholders, screening calls, emails, and correspondence.
• Prepare, review, and edit documents, presentations, and reports for executive meetings.
• Coordinate and prepare materials for board meetings, client presentations, and internal reviews.
• Take minutes and follow up on action items as required.

Travel & Logistics

• Arrange complex international and domestic travel, including flights, accommodation, ground transportation, and visa applications.
• Prepare detailed travel itineraries and ensure all logistics are seamless.
• Manage last-minute changes and disruptions with professionalism and efficiency.

Communication & Stakeholder Management

• Liaise with clients, investors, board members, and senior executives with professionalism and discretion.
• Build and maintain strong relationships with internal teams and external partners.
• Handle confidential and sensitive information with absolute discretion.

Expense & Administrative Management

• Process and reconcile expense reports in line with company policies.
• Manage invoices, purchase orders, and vendor payments.
• Maintain accurate records and filing systems (electronic and hard copy).
• Provide ad-hoc administrative support to the wider team as needed.

Event Coordination

• Organize internal and external events, including client dinners, team offsites, and conferences.
• Coordinate logistics, venue booking, catering, and guest lists.
• Manage event budgets and ensure cost-effectiveness.

Qualifications

• Minimum 5-8 years of experience as an Executive Assistant, preferably in financial services, professional services, or a similarly fast-paced environment.
• Proven experience supporting C-suite executives or senior leadership.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask.
• Strong written and verbal communication skills in English.
• High level of discretion and professionalism when handling confidential information.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar management tools.
• Experience with international travel coordination and visa applications.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and problem-solving skills.
• Flexibility to work outside standard hours when required.