Team Secretary

Ambition; Hong Kong; On-site; HKD 260,000 - 380,000; Full time

Job summary

Ambition is seeking an experienced Executive Assistant to provide comprehensive support to senior stakeholders in a fast-paced financial services environment in Hong Kong. The role requires calendar management across multiple time zones, coordinating internal and external meetings, and arranging domestic and international travel with detailed itineraries.

You will also prepare expense claims and invoices, manage budgets per firm policies, and ensure records are maintained in compliance with

Qualifications

• Experience as Executive Assistant or Team Assistant in fast-paced financial services environments.
• Ability to manage calendars and multiple time zones with accuracy under pressure.
• Strong communication and stakeholder management skills.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Teams).

Responsibilities

• Provide comprehensive administrative support to senior stakeholders.
• Manage calendars across multiple time zones and changing schedules.
• Coordinate internal/external meetings, calls, and client events.
• Arrange domestic and international travel, visas, itineraries.
• Prepare and process expense claims, invoices, and budgets per policy.
• Monitor communications, respond to inquiries, escalate issues.
• Support investor meetings, client visits, and senior management presentations.
• Maintain records, filing systems, and databases in compliance with policies.

Skills

Executive support

Stakeholder management

Communication

Pressure handling

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Outlook

Excel

PowerPoint

Teams

Job description

Key Responsibilities

• Provide comprehensive administrative support to senior stakeholders.
• Manage complex and frequently changing calendars across multiple time zones.
• Coordinate internal and external meetings, conference calls, and client events.
• Arrange domestic and international travel, including flights, accommodation, visas, and detailed itineraries.
• Prepare and process expense claims, invoices, and departmental budgets in accordance with firm policies.
• Monitor and prioritize communications, responding to enquiries and escalating issues where appropriate.
• Support the organization and logistics of investor meetings, client visits, and senior management presentations.
• Maintain accurate records, filing systems, and databases while ensuring compliance with regulatory and internal policies.

Skills & Experience

• Previous Executive Assistant or Team Assistant experience within Investment Banking, Capital Markets, Asset Management, Financial Services, or a fast-paced corporate environment.
• Ability to work under pressure in a fast-moving trading floor environment.
• Strong communication and stakeholder management skills.
• Proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
• Ability to manage competing priorities and deliver accurately to tight deadline