Officer - Executive Assistant

Hong Kong Exchanges and Clearing Limited (HKEX); Hong Kong; On-site; HKD 250,000 - 350,000; Full time

Job summary

Hong Kong Exchanges and Clearing Limited (HKEX) is seeking a proactive Executive Assistant to provide comprehensive administrative support. This role includes calendar management, procurement, HR coordination, and documentation preparation. The ideal candidate should have at least 3 years of experience in a similar role within the banking or financial sector, possess strong organizational and communication skills, and be proficient in Microsoft Office Suite. The position is permanent with standard 40 hours per week, based in Hong Kong.

Qualifications

• Minimum of 3 years of relevant administrative or secretarial experience, ideally in banking or financial institutions.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Collaboration and excellent communication skills are essential.

Responsibilities

• Provide high-level secretarial and administrative support to the Department Head.
• Maintain departmental calendars and schedule complex meetings.
• Manage departmental purchase requests and payment processing.
• Assist with HR logistics and staff onboarding processes.
• Draft, proofread, and prepare reports and presentations.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Education

Degree holder of any related discipline

Tools

Microsoft Office Suite

Jira

Confluence

Job description

Company Introduction

We’re home to Asia's most dynamic and vibrant capital markets. Connecting capital, ideas, inspiration and innovation for deeper, more diverse and liquid global capital markets; providing greater choice and opportunity for our customers, each and every day. HKEX is a purpose-driven company. Our commitment to the long-term development of our business and our markets is articulated in our purpose: "To Connect, Promote and Progress our Markets and the Communities they support for the prosperity of all".

Job Summary

We are seeking a proactive and detail-oriented candidate to provide comprehensive executive and administrative support to the Department Head. The role covers calendar and meeting management, procurement and expense processing, HR coordination, and preparation of reports and presentations. The ideal candidate is highly organized, professional, and able to thrive in a fast paced banking or financial services environment while working closely with stakeholders at all levels.

Key Responsibilities

• Executive & Team Support: Provide high-level secretarial and general administrative support to the Department Head.
• Calendar Management: Meticulously maintain departmental and executive calendars, scheduling complex appointments, internal/external meetings, and conferences.
• Procurement & Expenses: Manage departmental purchase requests, including preparing purchase orders and processing payment settlements.
• HR Administration: Assist with departmental HR logistics, including staff onboarding processes, seating arrangements, and equipment coordination.
• Documentation and Coordination: Assist in drafting, proofreading, and preparing reports, presentations, and correspondence as required. Coordinate and assist with departmental projects, including basic research, data collection, and analysis.
• Ad-Hoc Duties: Undertake special projects and other administrative tasks as assigned by the Department Head.

Requirements

• Education: Degree holder of any related discipline.
• Experience: Minimum of 3 years of relevant administrative or secretarial experience, preferred within a well-established banking or financial institution.
• Core Competencies: Exceptionally well-organized with strict attention to detail.
• Interpersonal Skills: A collaborative team player with excellent communication skills and the ability to interact professionally with stakeholders at all levels.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with Jira / Confluence systems is an advantage.

Equal Opportunity Employer

HKEX is committed as an Equal Opportunity Employer. Diversity is one of our core values and we look to support, respect diverse perspectives, abilities, culture and experiences within our workplace.

Location

HKEX - Exchange Square

Shift

Standard - 40 Hours (Hong Kong SAR)

Scheduled Weekly Hours

40

Worker Type

Permanent