Senior Office Manager

ittihad medical centre; Hong Kong; On-site; HKD 480,000 - 600,000; Full time

Job summary

ittihad medical centre is looking for a Senior Office Manager in Hong Kong to provide hands-on executive support to the Managing Director. This role involves managing complex schedules, coordinating meetings, and leading office operations.

The ideal candidate will have 8-10+ years of experience, demonstrated vendor management skills, and a background in fast-growing environments. Proficiency in English and Cantonese is preferred.

Qualifications

• 8–10+ years of experience in office management or executive administration.
• Proven experience in supporting executives with diary management and travel coordination.
• Experience leading office moves or large-scale facilities projects.
• Strong vendor management and contract negotiation skills.

Responsibilities

• Provide direct support to HK Managing Director.
• Lead coordination of meetings and strategic events.
• Manage office expansion and compliance with safety regulations.

Skills

Office management

Executive assistance

Vendor management

Organizational skills

Communication skills

Fluent in English

Proficiency in Cantonese

Project management

Job description

About the Role

We have an exciting opportunity for a Senior Office Manager to join IMC in Hong Kong at a pivotal moment for the business. This is a hands-on, high-ownership role where no two weeks look the same: one day you’re partnering directly with the HK Managing Director on priorities, the next you’re troubleshooting a vendor issue or stepping into a project that wasn’t on last week’s list.

You’re someone who thrives in a lean, fast-moving environment or a fast-growing company where you’ve had to figure things out with limited resources and no playbook. You don’t wait to be told what to do, and you’re as comfortable fixing an unexpected problem as running a structured project. You will also directly manage the Office Manager.

This position requires full-time on-site presence at our Hong Kong office.

Your Core Responsibilities

Executive Support

• Provide direct, hands-on support to the HK Managing Director across a fast-moving and constantly evolving schedule — and be willing to jump in wherever needed.
• End-to-end diary, inbox, and stakeholder management, ensuring the MD’s priorities are handled seamlessly.
• Coordinate executive travel — flights, hotels, and ground transport — for the MD and senior leaders.
• Manage MD expenses and maintain a signatures-pending log for all documents requiring Director-level sign-off.
• Prepare executive presentations, reports, briefing packs, and key business communications.
• Act as a trusted liaison between the MD, senior leadership team, and external stakeholders, bringing structure and efficiency to a fast-paced environment.

Meetings & Events

• Lead end-to-end coordination of meetings and key strategic events in Hong Kong, including agendas, materials, minutes, and follow-up actions.
• Support the Office Manager with broader event coordination across the HK office.

Office Operations & Leadership

• Lead the Hong Kong office expansion end-to-end, including post-move coordination and stabilisation, with support from the Sydney Office Management team.
• Manage and develop the Office Manager.
• Own vendor contract management and support the MD with budget tracking.
• Ensure compliance with HK Occupational Safety & Health Ordinance and Labour Department requirements; oversee physical security and access control.

Your Skills and Experience

• 8–10+ years of progressive experience in office management or executive administration; track record of real ownership and impact matters more than job title.
• Proven EA experience supporting executives — end-to-end diary management, travel coordination, and confidential correspondence.
• Demonstrated experience leading a complex office move or large-scale facilities project.
• Strong vendor management and contract negotiation skills.
• Highly organised with the ability to manage multiple high-priority workstreams simultaneously under tight deadlines.
• Exceptional written and verbal communication skills; comfortable engaging with and influencing senior stakeholders.
• Fluent in English; proficiency in Cantonese and/or Mandarin strongly preferred.
• High degree of discretion and professionalism when handling confidential matters.
• Background in a lean financial services or entrepreneurial environment — hedge fund, private equity, venture capital, family office, or fast-growing start-up strongly preferred.

About Us

IMC is a global trading firm powered by a cutting-edge research environment and a world-class technology backbone. Since 1989, we’ve been a stabilizing force in financial markets, providing essential liquidity upon which market participants depend. Across our offices in the US, Europe, Asia Pacific, and India, our talented quant researchers, engineers, traders, and business operations professionals are united by our uniquely collaborative, high-performance culture, and our commitment to giving back. From entering dynamic new markets to embracing disruptive technologies, and from developing an innovative research environment to diversifying our trading strategies, we dare to continuously innovate and collaborate to succeed.