Junior Secretary / Team Assistant

Selby Jennings; Hong Kong; On-site; HKD 240,000 - 360,000; Full time

Job summary

Selby Jennings is seeking a proactive Junior Secretary / Team Assistant to provide a blend of Executive Assistant and administrative support within the Bank. The role supports senior stakeholders and maintains smooth team operations in a fast-paced environment.

Key responsibilities include calendar management, travel planning, meeting coordination, invoice processing, onboarding, and coordination with overseas offices and vendors.

Qualifications

• 3–5 years of secretarial/executive assistant or team assistant experience, preferably in banking/financial services.
• Experience supporting senior executives and multiple stakeholders simultaneously.
• Proficient in MS Office applications (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Provide day-to-day secretarial support to senior management, including calendar management and travel arrangements.
• Coordinate meeting schedules, conference rooms, video conference setup, and materials.
• Arrange domestic and international travel itineraries, flights, hotels, visas, and expenses.
• Support client meetings, events, logistics, and catering arrangements.
• Process invoices, reimbursements, vendor payments, and documentation.
• Assist with onboarding/offboarding for team members and visitors.
• Maintain filing systems and administrative records.
• Liaise with internal stakeholders, overseas offices, vendors, and service providers.
• Support wider team administration including procurement and ad hoc projects.
• Assist with presentation materials, reports, and correspondence.

Skills

Secretarial experience

Executive support

Organizational skills

Attention to detail

MS Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

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.