Team Secretary / Team Assistant

Charlotte Frank; Hong Kong; On-site; HKD 420,000 - 660,000; Full time

Job summary

Charlotte Frank Recruitment Ltd. is seeking a highly organized Team Secretary to support a high-performing, client-facing team within a leading global financial services institution in Hong Kong.

The role demands meticulous calendar management, multi-time-zone travel coordination, and strict confidentiality to uphold compliance standards. You will coordinate meetings, prepare board packs and pitch documents, and manage travel logistics, including complex itineraries and visa applications.

Qualifications

• Minimum of 3-7 years in a Team Assistant/Executive Assistant/Secretary role within Financial Services.
• Bachelor’s degree or equivalent preferred.
• Advanced MS Office skills; SAP Concur and CRM systems are a plus.

Responsibilities

• Manage extremely complex calendars across multiple time zones for senior executives.
• Coordinate meetings, calls, and video conferences with seamless logistics.
• Arrange multi-stop international travel itineraries, visas, accommodation, and ground transport.
• Prepare travel dossiers and adapt to last-minute changes.
• Coordinate investor meetings, roadshows, and client entertainment logistics.
• Prepare and proofread documents and presentations using MS Office.
• Organise meeting materials and on-site event support for high-profile events.
• Take minutes and track action items.
• Process travel, expense claims and vendor invoices.
• Act as central hub liaising with assistants, internal departments, and external stakeholders.

Skills

Calendar management

Travel coordination

Communication

Discretion & confidentiality

MS Office proficiency

Education

Bachelor's degree or equivalent

Tools

SAP Concur

CRM systems

MS Office

Job description

A leading global financial services institution, is seeking a highly organized, proactive, and discreet Team Secretary to provide comprehensive administrative support to a high-performing, client-facing team. The ideal candidate will thrive in a fast-paced, high-pressure environment, acting as the administrative backbone of the team. This role requires exceptional calendar management, complex international travel coordination, and a strict commitment to confidentiality and compliance.

Key Responsibilities

Manage extremely complex and dynamic calendars for senior executives and team members, prioritizing meetings and resolving scheduling conflicts across multiple time zones.

Coordinate internal and external meetings, conference calls, and video conferences, ensuring all technology and logistics are seamless.

Arrange complex, multi-stop international travel itineraries, including flights, accommodations, ground transportation, and visa applications.

Prepare detailed travel dossiers and ensure all logistics are executed flawlessly, adapting quickly to last-minute changes.

Coordinate roadshows, investor meetings, and client entertainment logistics.

Prepare, format, and proofread high-quality documents, presentations (e.g., pitch books, board packs), and reports using MS Office.

Organize meeting materials, print and bind documents as required, and ensure smooth on-site execution of high-profile events or conferences.

Take meeting minutes and track action items as needed.

Process high-volume Travel & Expense claims and vendor invoices using systems

Serve as the central administrative hub for the team, liaising with other assistants, internal departments and external stakeholders.

Requirements

Experience: Minimum of 3-7 years of experience as a Team Assistant, Executive Assistant, or Secretary, preferably within Financial Services

Education: Bachelor's degree or equivalent professional qualification is preferred.

Technical Skills: Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience with SAP Concur and CRM systems is a strong advantage.

Language Skills: Exceptional written and verbal communication skills in English, Cantonese and Mandarin

(Job Code: VN/84591)

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