Executive Secretary

Prudential Hong Kong Limited; Hong Kong; On-site; HKD 42,000 - 66,000; Full time

Job summary

Prudential Hong Kong Limited is seeking a highly professional Executive Secretary to provide comprehensive support to a senior executive in Hong Kong. You will manage priorities, schedule, communications, and stakeholder engagements with confidentiality and discretion.

The role requires exceptional organisational skills, sound judgment, and the ability to handle sensitive matters in a fast-paced, multinational environment.

Qualifications

• Bachelor's degree preferred.
• 8–10 years supporting C-suite or senior leaders in a multinational or professional corporate environment.
• Experience managing complex calendars and international travel; executive communications.

Responsibilities

• Manage a complex and dynamic calendar for the senior executive.
• Plan and coordinate international travel, visas, and related arrangements.
• Reconcile travel and business expenses per policy.
• Coordinate meetings, including leadership and board-related activities.
• Prepare meeting materials, follow-up actions, and deliverables.
• Support management reports, presentations, and business documentation.
• Coordinate procurement requests and vendor management as required.
• Build relationships across the organisation and with external partners.
• Handle highly confidential information with discretion.

Skills

Calendar management

Travel coordination

Executive communications

Stakeholder management

Discretion & confidentiality

Independent work

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Outlook

Teams

Job description

Prudential’s purpose is to be partners for every life and protectors for every future. Our purpose encourages everything we do by creating a culture in which diversity is celebrated and inclusion assured, for our people, customers, and partners. We provide a platform for our people to do their best work and make an impact to the business, and we support our people’s career ambitions. We pledge to make Prudential a place where you can Connect, Grow, and Succeed.

We are seeking a highly professional, proactive, and discreet Executive Secretary to provide comprehensive support to a senior executive based in Hong Kong. This role serves as an executive support professional, ensuring effective management of the executive's priorities, schedule, communications, and stakeholder engagements. The successful candidate will possess exceptional organisational skills, sound judgment, and the ability to manage complex and sensitive matters with professionalism and confidentiality.

Key Responsibilities

• Manage a complex and dynamic calendar, prioritising appointments, meetings, and commitments to optimise the executive's time and effectiveness.
• Plan and coordinate business travel, including flights, accommodation, visas, transportation, and travel security requirements.
• Anticipate potential travel disruptions and proactively manage contingency arrangements.
• Manage and reconcile travel and business expenses in compliance with company policies.
• Coordinate internal and external meetings, including executive leadership meetings, client engagements, and board-related activities where applicable.
• Prepare meeting materials, track follow-up actions and ensure timely completion of commitments and deliverables.
• Support the preparation of management reports, presentations, and business documentation.
• Coordinate administrative processes, procurement requests, vendor management, and office-related matters as required.
• Build effective working relationships across the organisation and with external partners.
• Handle highly confidential, sensitive, and business-critical information with the utmost discretion.
• Ensure compliance with internal policies, governance standards, and administrative procedures.
• Support special projects and strategic initiatives assigned by the executive.

Qualifications & Experience

• Bachelor's degree or equivalent qualification preferred.
• Minimum 8-10 years of experience supporting C-suite executives or senior leaders within a multinational or professional corporate environment.
• Demonstrated experience managing complex calendars, international travel arrangements, and executive communications.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills in English; Cantonese and/or Mandarin proficiency would be an advantage.
• Exceptional organisational, planning, and multitasking abilities with keen attention to detail.
• Strong stakeholder management and interpersonal skills with the ability to work effectively across all levels of an organisation.
• Ability to exercise sound judgment, maintain discretion, and manage confidential information with integrity.
• Self-motivated, resourceful, and able to work independently in a fast-paced environment.

Preferred Attributes

• Executive presence with a professional and polished demeanour.
• Highly proactive and solution-oriented approach.
• Strong business acumen and ability to anticipate executive needs.
• Resilient, adaptable, and capable of managing competing priorities under tight deadlines.
• Commitment to delivering high-quality support and exceptional service standards.

Prudential is an equal opportunity employer. We provide equality of opportunity of benefits for all who apply and who perform work for our organisation irrespective of sex, race, age, ethnic origin, educational, social and cultural background, marital status, pregnancy and maternity, religion or belief, disability or part-time / fixed-term work, or any other status protected by applicable law. We encourage the same standards from our recruitment and third-party suppliers taking into account the context of grade, job and location. We also allow for reasonable adjustments to support people with individual physical or mental health requirements.