Executive Secretary - Education - Up to 60k

KOS International Talent Group; Hong Kong; On-site; HKD 420,000 - 660,000; Full time

Job summary

Top-tier Educational Institution in Hong Kong is seeking a seasoned Executive Secretary to support senior management. You will manage complex calendars, draft and proofread bilingual communications, and coordinate meetings and events with discretion and professionalism.

The role requires 10+ years of EA/PA experience, including 5+ years supporting C-suite executives, and a strong command of English and Chinese. Proficiency in MS Office and Chinese word processing is essential.

Qualifications

• Bachelor’s degree or above in Business Administration, Languages, Communications, or a related discipline.
• 10+ years of experience as an Executive Assistant and/or Personal Assistant, including at least 5 years supporting C-suite executives or senior management.
• Excellent drafting, proofreading, and document management skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of discretion and ability to handle confidential information.
• Excellent interpersonal, communication, and stakeholder management skills.
• Proactive, detail-minded, and able to work independently in a fast-paced environment.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Chinese word processing.
• Strong proficiency in written and spoken English and Chinese.

Responsibilities

• Provide high-level executive and administrative support to senior management.
• Manage complex calendars, schedules, appointments, and meeting arrangements.
• Coordinate internal and external communications, including drafting, reviewing, and proofreading correspondence and reports in both English and Chinese.
• Organize meetings and events, prepare agendas, compile presentation materials, and record meeting minutes where required.
• Liaise with internal stakeholders and external parties to facilitate effective communication and ensure timely follow-up on action items.
• Maintain confidential records, documents, and filing systems in an organized and professional manner.
• Support the preparation, review, and updating of corporate documentation, operational guidelines, and administrative procedures.
• Assist with guest management, protocol arrangements, and administrative coordination for visits and special events.
• Provide administrative support on ad hoc projects and initiatives as assigned by management.
• Undertake additional responsibilities as required to support business operations.

Skills

Executive support

Calendar management

Stakeholder management

Drafting & proofreading

Communication skills

Discretion and confidentiality

Event coordination

Bilingual English/Chinese

Education

Bachelor's degree or higher in relevant field

Tools

Microsoft Office Suite

Chinese word processing

Job description

We are representing a top-tier educational institution. They are looking for a seasoned and all-round Executive Secretary to support the senior executive.

About the Role

• Provide high-level executive and administrative support to senior management.
• Manage complex calendars, schedules, appointments, and meeting arrangements.
• Coordinate internal and external communications, including drafting, reviewing, and proofreading correspondence and reports in both English and Chinese.
• Organize meetings and events, prepare agendas, compile presentation materials, and record meeting minutes where required.
• Liaise with internal stakeholders and external parties to facilitate effective communication and ensure timely follow-up on action items.
• Maintain confidential records, documents, and filing systems in an organized and professional manner.
• Support the preparation, review, and updating of corporate documentation, operational guidelines, and administrative procedures.
• Assist with guest management, protocol arrangements, and administrative coordination for visits and special events.
• Provide administrative support on ad hoc projects and initiatives as assigned by management.
• Undertake additional responsibilities as required to support business operations.

The Successful Candidate

• Bachelor's degree or above in Business Administration, Languages, Communications, or a related discipline.
• Minimum 10 years of experience as an Executive Assistant and/or Personal Assistant ideally within education sector, including at least 5 years of supporting C-suite executives or senior management.
• Excellent drafting, proofreading, and document management skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of discretion and ability to handle confidential information.
• Excellent interpersonal, communication, and stakeholder management skills.
• Proactive, detail-minded, and able to work independently in a fast-paced environment.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Chinese word processing.
• Strong proficiency in written and spoken English and Chinese.