Office Administrative - Retail

Charterhouse Hong Kong; Hong Kong; On-site; HKD 335,000 - 402,000; Full time

Benefits offered by this job

Discretionary Bonus

Job summary

Charterhouse Hong Kong is seeking an experienced executive administrator to support the General Manager with calendar management and travel arrangements. The role requires strong organizational skills in a fast-paced, multinational setting.

You will prepare business plans, monitor budgets, coordinate operations, and assist with onboarding and governance across divisions. English and Chinese language proficiency is essential to liaise with internal and external stakeholders.

Qualifications

• Experience delivering executive support in multinational or fast-paced settings.
• Strong planning, time management and proactive problem solving.
• Excellent English and Chinese communication, written and verbal.
• Advanced proficiency with Excel, PowerPoint and Word.

Responsibilities

• Administer the GM's calendar end-to-end and resolve scheduling conflicts.
• Handle professional correspondence and arrange travel itineraries.
• Prepare business planning documents, targets, and market data.
• Coordinate POS supplies, licensing, uniform procurement, and sustainability.
• Support budgeting, governance, and the annual master calendar.
• Facilitate onboarding and integration for new hires and spaces.

Skills

Executive support

Calendar management

Multitasking

Bilingual ENG-CN

Office suite

Tools

Excel

PowerPoint

Word

Job description

Salary: HK$30000 - HK$36000 per month + Discretionary Bonus

• Executive Support & Schedule Management: Direct end-to-end calendar administration for the General Manager, resolve scheduling conflicts, handle professional correspondence, arrange travel itineraries, and compile thorough briefing materials.
  
• Retail Operations & Frontline Support: Champion retail excellence by preparing core business planning documents (including performance targets, incentive calculations, and market intelligence data), managing daily point-of-sale supplies and licensing, coordinating uniform procurement, and supporting sustainability and client reward initiatives.
  
• Divisional Governance & Planning: Build and maintain the annual master calendar, coordinate agendas and logistics for internal and external gatherings, and oversee timeline milestones for budget alignment.
  
• Financial & Budget Tracking: Partner closely with Finance and department leads to forecast annual Travel & Entertainment (T&E) budgets, monitor expenditures against set allocations, and uncover cost-saving opportunities.
  
• Team Onboarding & Integration: Facilitate a welcoming and structured integration experience for incoming personnel, coordinating logistics, workspace setups, and schedules to ensure a seamless transition into the business.
  

What You Bring to the Team

• Professional Background: A strong, proven track record of providing high-caliber administrative and executive support within multinational or fast-paced corporate settings.
  
• Organizational Mastery: Exceptional planning, multitasking, and time-management capabilities, paired with a natural aptitude for anticipating needs and solving problems proactively.
  
• Communication Skills: Strong verbal and written command of both English and Chinese (with translation abilities considered a distinct asset), underpinned by high emotional intelligence, active listening, and diplomacy.
  
• Technical Acumen: High-level proficiency in standard office productivity tools (such as Excel, PowerPoint, and Word) alongside a fast-learning approach to new business software.
  

What Energizes You

• Operational Excellence: Creating structure, clarity, and seamless governance within fast-moving business environments and complex executive schedules.
  
• Creative Problem-Solving: Navigating ambiguous situations with agility, balancing multiple moving parts, and designing smart solutions to unique challenges.
  
• Relationship Building: Fostering genuine, trust-based connections and collaborating effortlessly with colleagues across all tiers of an organization.