Executive & Personal Secretary

Water Oasis Co Ltd; Hong Kong; On-site; HKD 580,000 - 740,000; Full time

Job summary

Water Oasis Co Ltd is seeking an experienced Executive Assistant to support the Chief Executive. The role involves liaising with senior management, government and business partners, coordinating meetings, preparing agendas and minutes, and ensuring timely follow-ups.

You will manage a complex diary, screen communications, draft polished CEO correspondence, and oversee travel arrangements with attention to detail. Bilingual English/Putonghua skills are essential.

Qualifications

• Degree holder; professional secretarial or business administration qualifications are an advantage.
• Minimum 8 years’ experience in executive support, including at least 3 years directly supporting a CEO/ED/C-level executive, preferably in a listed company or sizeable group.
• Sound knowledge of company secretarial practice, including meeting procedures, minute-taking, statutory filings and governance obligations of listed companies.
• Demonstrates integrity, discretion, composure under pressure and strong communication with stakeholders at all levels.
• Embraces digital transformation and applies AI tools to support daily work.
• Dependable, detail-oriented, able to work independently and adapt to business demands.
• Proficient in English and Chinese (Putonghua) written and spoken; ability to prepare professional correspondence and documents.

Responsibilities

• Liaise between the Chief Executive and stakeholders; arrange meetings, prepare agendas and minutes with follow-ups.
• Screen correspondence, calls and visitors; draft polished communications for the CEO.
• Manage a demanding diary and track actions to closure across departments.
• Coordinate domestic or overseas travel, including itineraries, visas and logistics; prepare briefing notes.
• Handle personal arrangements with discretion; maintain secure filing for sensitive records.
• Support Senior Executive Secretary with office tasks, expenses, invoices and budget tracking.
• Lead special projects from senior management and ensure timely delivery.

Skills

Stakeholder comms

Meeting coordination

Diary management

Travel planning

Executive support

Presentation prep

MS Office

English/Putonghua

Education

Degree in secretarial/business admin

CSQ/Company Secretarial

Tools

Microsoft Office

PowerPoint

Job description

Liaise between the Chief Executive and a broad base of stakeholders, from senior management to business partners, government or industry bodies; arrange meetings, prepare agendas, materials plus minutes while coordinating follow-ups, keeping communication accurate, timely with every engagement executed smoothly.

Gatekeep priorities by screening correspondence, calls, visitors or requests with careful prioritization; draft polished communications on behalf of the Chief Executive, keeping attention focused on the matters of greatest importance.

Direct a complex, demanding diary, reconciling competing demands with sound judgement to keep time focused on top priorities without clashes or missed engagements; track meeting actions to closure across departments, upholding accountability while delivering on every commitments.

Manage domestic or overseas travel arrangements from start to finish, covering itineraries, flights, visas, accommodation plus logistics with contingency planning; prepare confidential reports, presentations or briefing notes ahead of meetings, ensuring full preparedness for every engagement.

Handle personal arrangements with the utmost discretion, covering appointments, reservations, errands plus private administration; maintain a secure filing system for sensitive corporate or personal records, supporting professional commitments as seamlessly as personal ones.

Support the Senior Executive Secretary in delivering comprehensive office assistance, covering expense claims, invoices, budget tracking plus other assignments as required, keeping operations efficient, fully compliant with Group policies.

Handle special projects assigned by senior management, coordinating resources across departments to drive them to timely delivery of a high standard.

Requirements:

Degree holder; professional secretarial, business administration or equivalent qualifications would be an advantage.

A minimum of 8 years’ experience of executive support, including at least 3 years directly supporting a CEO, Executive Director or C-level executive, preferably within a listed company or a sizeable group.

Sound knowledge of company secretarial practice, including meeting procedures, minute-taking, statutory filings and the governance obligations of listed companies; a professional company secretarial qualification would be an advantage.

Demonstrates impeccable integrity and discretion, composure under pressure, a strong drive for results and effective communication with stakeholders at all levels.

Embraces digital transformation and proactively applies AI tools to support daily work, continuously seeking ways to enhance the efficiency of executive support.

Mature, polished and detail-oriented, with strong ownership, the ability to work independently and flexibility with business demands.

Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), with experience in preparing executive-level documentation and presentations.

Excellent command of written and spoken English and Chinese, including Putonghua, with the ability to produce professional-standard correspondence and documents in both languages.

Water Oasis Group has developed rapidly to become one of the leading skincare and beauty groups in the region since 1998. With exclusive distribution rights to the renowned “~H2O+” brand skincare product range in Greater China, Taiwan and Singapore. In 2009, the Group was also awarded sole distributorship of a legendary Hungarian dermatologist skincare brand, “Erno Laszlo”, in Hong Kong and Mainland China. In April 1, 2010, the Group launched its first self-owned cosmetic brand “JM Make Up” to target the mass market in Mainland China.

Water Oasis Group has developed rapidly to become one of the leading skincare and beauty groups in the region since 1998. With exclusive distribution rights to the renowned “~H2O+” brand skincare product range in Greater China, Taiwan and Singapore. In 2009, the Group was also awarded sole distributorship of a legendary Hungarian dermatologist skincare brand, “Erno Laszlo”, in Hong Kong and Mainland China. In April 1, 2010, the Group launched its first self-owned cosmetic brand “JM Make Up” to target the mass market in Mainland China.