Executive secretary & team admin support

Randstad Hong Kong Limited; Hong Kong; On-site; HKD 240,000 - 320,000; Full time

Job summary

Randstad Hong Kong Limited is seeking an experienced Executive Secretary / Department Admin to support SVPs, Department Heads, and regional management. The role requires meticulous organization, calendar management, and cross-regional coordination.

Responsibilities include travel planning across Asia-Pacific, event support for client visits, expense processing, onboarding, and maintaining governance records in a fast-paced banking environment.

Qualifications

• Experience in banking, financial services, or professional services is a plus.
• Strong knowledge of secretarial workflows, travel booking, and expense management.
• Excellent interpersonal and communication skills across senior levels.
• High integrity, discretion, and compliance awareness.
• Proficient in MS Office and corporate admin tools.
• Fluency in English; Cantonese/Mandarin/Korean a plus.

Responsibilities

• Coordinate complex executive calendars and meetings.
• Arrange frequent regional travel (chartered via corporate platforms) and approvals.
• Support client event invitations, confirmations, and hospitality logistics for overseas visitors.
• Prepare and submit staff expenses and vendor invoices per bank policies.
• Assist with onboarding, IT access requests, security passes, and workstation setup.
• Maintain department records, signature lists, and key registers.

Skills

Calendar management

Travel coordination

Event support

Expense processing

Onboarding & IT access

Governance & records

Cross-department liaison

MS Office

Education

Bachelor Degree

Tools

MS Office

Job description

about the company.

Our client is a leading global corporate and investment banking group with a major presence across Asia-Pacific. Renowned for operational excellence and market leadership, they offer a collaborative, fast-paced, and professional international working environment.

about the job.

They are seeking an experienced and proactive Executive Secretary / Department Admin support to join a high-performing business division.

In this role, you will provide comprehensive secretarial and administrative support to Senior Vice Presidents (SVPs), Department Heads, and Regional Management, as well as broader administrative coverage to the division. This position demands high attention to detail, exceptional organizational skills, and seamless coordination across regional offices.

skills & experiences required.

• Calendar & Meeting Management: Coordinate complex internal and external client-facing meeting schedules, venue bookings, logistics, and agenda preparations.
• Travel & Itinerary Coordination: Manage frequent regional business travel arrangements (including China, Korea, and Singapore) via corporate booking platforms and secure management approvals.
• Event & Client Hospitality Support: Assist with client event invitations, external confirmations, and hosting logistical arrangements for overseas visitors.
• Expense & Invoice Processing: Prepare, verify, and submit staff expense reimbursements and vendor invoices in strict compliance with internal bank policies.
• People & Onboarding Operations: Assist with team onboarding and offboarding processes, including system access requests, IT equipment setup, security passes, and workstation arrangements.
• Governance & Record Maintenance: Maintain accurate departmental records, signature lists, key registers, and compliance tracking logs.
• Cross-Departmental Liaison: Work closely with regional support functions, overseas branches, and local administrative teams to ensure smooth daily operations.

key requirements.

• Proven administrative or secretarial experience within Banking, Financial Services, or Professional Services.
• Strong knowledge of secretarial workflows, corporate travel booking, and expense management processes.
• Excellent interpersonal and communication skills across all corporate seniority levels.
• High degree of integrity, discretion, and ability to navigate strict internal compliance policies.
• Proficient in MS Office suite and standard corporate administrative tools.
• Fluency in spoken and written English; knowledge of regional languages (Cantonese, Mandarin, or Korean) is a strong advantage.

skills

no additional skills required

qualifications

no additional qualifications required

education

Bachelor Degree