Junior Secretary / Team Assistant

Phaidon International; Hong Kong; On-site; HKD 180,000 - 260,000; Full time

Job summary

Phaidon International is seeking a proactive Junior Secretary / Team Assistant based on Hong Kong Island to provide executive support and team administration. You will manage calendars, coordinate meetings, arrange domestic and international travel, and support events and vendor processes.

The role requires strong organizational skills, attention to detail, and excellent communication in English and Cantonese (Mandarin preferred).

Qualifications

• 3–5 years of secretarial/EA/team assistant experience.
• Experience supporting senior executives and multiple stakeholders.
• Excellent organizational skills and ability to multitask.
• Proficient English and Cantonese; Mandarin preferred.

Responsibilities

• Provide day-to-day secretarial support to senior management, including calendar management, meeting coordination, and travel arrangements.
• Manage meeting schedules, conference room bookings, video conference setup, and materials prep.
• Coordinate domestic and international travel itineraries, flight/hotel bookings, visas, and expense claims.
• Support client meetings, departmental events, and external engagements, including logistics and catering.
• Prepare, process, and track invoices, reimbursements, and vendor payments.
• Assist with onboarding and offboarding for team members and visitors.
• Maintain filing systems and departmental records.
• Liaise with internal stakeholders, overseas offices, vendors, and service providers.
• Support wider team administration, procurement, and ad hoc projects.
• Assist with presentation materials, reports, and correspondence.

Skills

Calendar management

Meeting coordination

Travel arrangements

Vendor management

Communication skills

Education

Bachelor's degree

Tools

Outlook

Word

Excel

PowerPoint

Job description

Junior Secretary / Team Assistant (PR/611079) Hong Kong Island, Hong Kong

We are seeking a proactive and detail-oriented Junior Secretary / Team Assistant to provide a combination of Executive Assistant and team administrative support within the Bank.

This role is ideal for candidates who enjoy working in a fast-paced environment and supporting senior stakeholders while ensuring smooth team operations.

Key Responsibilities

• Provide day-to-day secretarial support to senior management, including calendar management, meeting coordination, and travel arrangements.
• Manage meeting schedules, conference room bookings, video conference setup, and preparation of meeting materials.
• Coordinate domestic and international travel itineraries, flight and hotel bookings, visa applications, and expense claims.
• Support client meetings, departmental events, and external engagements, including logistics and catering arrangements.
• Prepare, process, and track invoices, reimbursements, vendor payments, and supporting documentation.
• Assist with onboarding and offboarding activities for team members and visitors.
• Maintain filing systems, departmental records, and administrative documentation.
• Liaise with internal stakeholders, overseas offices, vendors, and external service providers.
• Support wider team administration, including procurement, office supplies management, and ad hoc projects.
• Assist with presentation materials, reports, and correspondence as required.

Requirements

• Bachelor's degree preferred.
• 3-5 years of relevant secretarial, executive assistant, or team assistant experience, preferably within banking or financial services.
• Experience supporting senior executives and multiple stakeholders simultaneously.
• Strong organizational skills with the ability to manage competing priorities and deadlines.
• Excellent attention to detail and follow-through.
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Strong communication and interpersonal skills.
• Fluency in English and Cantonese is required; Mandarin is highly preferred.
• Professional, proactive, and service-oriented mindset.