Executive Project Secretary to Senior Director | Tender & Docs

Michael Page (Hong Kong); Hong Kong; On-site; HKD 300,000 - 450,000; Full time

Benefits offered by this job

Medical Insurance

Discretionary bonus

Job summary

Michael Page (Hong Kong) is seeking an experienced Executive Assistant / Project Secretary to support a senior Project Director in a fast-paced architectural practice. You will manage diaries, coordinate meetings and travel, and handle tender administration and document control.

The role requires strong secretarial skills, excellent MS Office and AI tools, and the ability to liaise with internal teams, vendors and clients to keep projects on track and deliver timely reporting.

Qualifications

• Higher Education in Business administration or relevant studies.
• Proven Executive Assistant experience supporting MD's, Directors or C-suite executives.
• Strong secretarial skills, including diary management, travel coordination and confidential administration.
• Proficient in Microsoft Word, Excel, PowerPoint and AI productivity tools.
• Experience in tender administration, bid submissions, document control and project coordination; immediate availability is preferred.

Responsibilities

• Provide comprehensive executive and project support to the Project Director, including diary management, meeting coordination, travel arrangements, logistics and expense administration.
• Coordinate tender, bid and EOI processes, including document control, submission preparation, stakeholder liaison and follow-up on enquiries and deliverables.
• Manage project documentation and filing systems, ensuring accurate document control, version management, access rights and timely distribution of project-related information.
• Liaise with internal teams, vendors and external stakeholders to support project coordination, monitor progress and ensure key deadlines are met.
• Prepare reports, analyse operational data, support office administration and contribute to process improvements to enhance team effectiveness and project delivery.

Skills

Executive support

Project coordination

Diary management

Travel coordination

Confidential administration

Education

Higher Education in Business administration

Tools

Microsoft Word

Excel

PowerPoint

AI productivity tools

Job description

Michael Page (Hong Kong) is seeking an experienced Executive Assistant / Project Secretary to support a senior Project Director in a fast-paced architectural practice. You will manage diaries, coordinate meetings and travel, and handle tender administration and document control.

The role requires strong secretarial skills, excellent MS Office and AI tools, and the ability to liaise with internal teams, vendors and clients to keep projects on track and deliver timely reporting.