Office Administrative - Retail

Charterhouse Limited; Hong Kong; On-site; HKD 360,000 - 600,000; Full time

Job summary

Charterhouse Limited is seeking an experienced executive assistant in Hong Kong to support the General Manager with calendar management, travel planning, and briefing preparation. The role emphasizes meticulous scheduling, proactive problem solving, and strong coordination across multinational operations.

The successful candidate will combine organizational mastery with bilingual communication skills in English and Chinese, and will adeptly handle emails, meetings, and document preparation in a

Qualifications

• A strong, proven track record of providing high-caliber administrative and executive support within multinational or fast-paced corporate settings.
• Exceptional planning, multitasking, and time-management capabilities with proactive problem solving.
• Strong verbal and written command of English and Chinese; translation abilities are a plus.
• High-level proficiency in Excel, PowerPoint, Word and quick learning of new business software.

Responsibilities

• Executive Support & Schedule Management: direct end-to-end calendar administration and travel arrangements for the General Manager.
• Retail Operations & Frontline Support: manage core planning documents, POS supplies, licensing, and supplier coordination.
• Divisional Governance & Planning: build and maintain the annual master calendar and coordinate agendas/logistics for events.
• Financial & Budget Tracking: forecast T&E budgets and monitor expenditures to identify savings.
• Team Onboarding & Integration: coordinate logistics for new hires and ensure smooth onboarding.

Skills

Executive support

Calendar management

Multilingual English/Chinese

Office software proficiency

Job description

• 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.
  

Charterhouse is a global executive recruitment consultancy. We have offices throughout the world in Asia, Australia and the Middle East. In Hong Kong we have six specialist divisions: Banking & Finance; Sales & Marketing; Commerce Accounting, IT&T, Property

& Construction & Human Resources.

Charterhouse is a global executive recruitment consultancy. We have offices throughout the world in Asia, Australia and the Middle East. In Hong Kong we have six specialist divisions: Banking & Finance; Sales & Marketing; Commerce Accounting, IT&T, Property