Executive Assistant & Office Manager (HK & PRC)

Ambree WY Brand Management Company Limited; American Samoa; On-site; USD 60,000 - 90,000; Full time

Job summary

Ambree WY Brand Management Company Limited is seeking an experienced Executive Assistant and Office Manager to support the Executive Management with scheduling, travel bookings, and gatekeeping. The role includes regional and overseas travel involving Mainland China and HK, with offices in Quarry Bay and Causeway Bay.

The ideal candidate will oversee cross-border administrative workflows, supervise distributed teams, and ensure compliance across PRC sites.

Qualifications

• 3+ years of dual-role experience in Executive Assistance and Office Management within regional or cross-border companies (HK & PRC footprint required).
• Thorough understanding of Mainland China administrative protocols, office governance, and PRC HR regulations.

Responsibilities

• Provide high-level executive support to the Executive Management, including schedule management, meeting coordination, calendar coordination, and daily gatekeeping.
• Manage end-to-end travel logistics, including flight and hotel bookings, visa applications, and detailed itineraries, and accompany the Executive on regional and overseas business trips.
• Centralize and direct distributed administrative staff across Mainland China offices (Shanghai, Nanjing, Xiamen) with unified reporting to the Executive Management.
• Oversee PRC administrative workflows, local HR/personnel matters, and operational compliance across Mainland sites.
• Manage daily operations, facilities, tenancy, and vendor contracts for two Hong Kong offices (Quarry Bay and Causeway Bay).
• Standardize cross-border administrative SOPs, office procurement, and operational budgeting across PRC sites.
• Serve as the key liaison between Executive Management, HK HQ, and Mainland/overseas branches for seamless communication and project execution.
• Handle confidential executive tasks, cross-border corporate events, and special projects as designated by top management.

Skills

Executive support

Office management

Travel coordination

Cross-cultural communication

Problem-solving

Gatekeeping

English proficiency

Cantonese

Mandarin

Team leadership

Job description

Provide high-level executive support to the Executive Management, including schedule management, meeting coordination, calendar coordination, and daily gatekeeping.

Manage end-to-end travel logistics—including flight and hotel bookings, visa applications, and detailed itineraries—and accompany the Executive Management on regional and overseas business trips (Shanghai, Nanjing, Xiamen, Malaysia, Singapore, and Europe when required).

Centralize and direct distributed administrative staff across all Mainland China offices (Shanghai, Nanjing, Xiamen), establishing a unified reporting line to the Executive Management.

Oversee PRC administrative workflows, local HR/personnel matters, and operational compliance across all Mainland sites.

Manage daily operations, facilities, tenancy, and vendor contracts for two Hong Kong offices in Quarry Bay and Causeway Bay.

Standardize cross-border administrative SOPs, office procurement, and operational budgeting across PRC sites.

Serve as the key liaison between the Executive Management, HK HQ, and Mainland/overseas branches to ensure seamless internal communication and project execution.

Handle confidential executive tasks, cross-border corporate events, and special projects as designated by top management.

Requirements

Experience: 3+ years of dual-role experience in Executive Assistance and Office Management within regional or cross-border companies (HK & PRC footprint required).

Thorough understanding of Mainland China administrative protocols, office governance, and practical PRC HR regulations.

Proven track record in managing remote or distributed teams in Mainland China.

Strong gatekeeping capability, high emotional intelligence, excellent cross-cultural communication, and strong problem-solving skills.

Excellent command of written and spoken English, Cantonese, and fluent Mandarin.

Work locations: Quarry Bay & Causeway Bay

Willingness to travel to Mainland China as required.