Team Secretary- Financial service

Charterhouse Hong Kong; Hong Kong; On-site; HKD 312,000 - 391,000; Full time

Job summary

Charterhouse Hong Kong is seeking a proactive administrative specialist to coordinate calendar and meeting logistics, book travel, and manage expenses for the team across Asia. You will organize client event invitations, confirm agendas, and support onboarding of new hires.

The role also covers visitor hospitality, office and record management, and cross‑office liaison with regional and international teams to keep daily operations running smoothly.

Responsibilities

• Coordinate internal and external meetings, manage room bookings, organize client event invitations, and confirm agendas.
• Book flights, hotels, and itineraries through corporate travel platforms, obtain manager approvals, and manage frequent business travel across Asia (Korea, China, and Singapore).
• Review, process, and submit team expense claims, gift/entertainment requests, and vendor invoices, ensuring all receipts and paperwork are complete.
• Handle new hire setups and departing staff procedures, including ordering business cards, setting up corporate phones, and coordinating computer and desk arrangements.
• Support visiting colleagues and executives with guest passes, temporary desk setups, Wi-Fi access, and dining reservations.
• Maintain organized department records, key registries, signature logs, and mail tracking.
• Work closely with administrative teams across regional and international offices to keep daily operations running smoothly.
• Assist management and executive leadership with special projects, team events, and daily operational tasks as needed.

Job description

Salary: HK$28000 - HK$35000 per month + Discretionary bonus

Calendar & Meeting Logistics: Coordinate internal and external meetings, manage room bookings, organize client event invitations, and confirm agendas.

Travel Coordination: Book flights, hotels, and itineraries through corporate travel platforms, obtain manager approvals, and manage frequent business travel across Asia (Korea, China, and Singapore).

Expense & Invoice Management: Review, process, and submit team expense claims, gift/entertainment requests, and vendor invoices, ensuring all receipts and paperwork are complete.

Team Onboarding & Offboarding: Handle new hire setups and departing staff procedures, including ordering business cards, setting up corporate phones, and coordinating computer and desk arrangements.

Visitor Hospitality: Support visiting colleagues and executives with guest passes, temporary desk setups, Wi-Fi access, and dining reservations.

Office & Record Management: Maintain organized department records, key registries, signature logs, and mail tracking.

Team & Cross-Office Liaison: Work closely with administrative teams across regional and international offices to keep daily operations running smoothly.

Ad-Hoc Support: Assist management and executive leadership with special projects, team events, and daily operational tasks as needed.