The Client: A Leading Global Asset Management Firm (Hong Kong Office)
The Opportunity:
Our client is a Top-Tier Global Asset Manager known for its innovative investment strategies and strong presence in Asia. They are seeking a pivotal individual to become the organizational anchor for two senior executives.
This role is perfect for a candidate with a great personality, high EQ, and strong administrative acumen who wants to be an integral part of a thriving team.
Why Join This Team?
... - Prestige: Work directly with senior decision-makers in a respected global financial institution.
- Impact: Be the key driver ensuring the smooth and efficient operation of the executives’ day-to-day business.
- Environment: Join a professional, supportive, and meritocratic culture located in a prime HK business district.
- Visibility: You will be an integrated part of the broader administrative and HR support network, getting exposure across the organization.
Key Responsibilities
Executive Support & Coordination
- Complex Calendar Management: Efficiently manage and coordinate intricate schedules for two executive-level staff members, mastering global time zone differences for meeting bookings, conflict resolution, and proactive rescheduling.
- Communication Hub: Act as the gatekeeper for executive inboxes. Prioritize urgent correspondence, flag critical items, and draft professional, straightforward responses as instructed.
- Meeting Preparation: Prepare detailed agendas, compile necessary documents, presentations, and background materials to ensure executives are fully briefed for all internal and external commitments.
Travel and Operational Logistics
- End-to-End Travel: Handle all domestic and international travel logistics with seamless precision, including flights, accommodation, visa coordination, and ground transport.
- Flawless Itineraries: Produce clear, concise, and detailed travel itineraries and manage swift adjustments to travel plans on short notice.
- Office & Meeting Logistics: Coordinate all meeting room arrangements, ensuring technology is prepped (e.g., video conferencing) and managing refreshments and requirements for key gatherings.
Administrative & Team Support
- Essential Administration: Perform routine tasks such as document management (filing, scanning, photocopying), processing expenses, and ordering supplies with efficiency and accuracy.
- Team Collaboration: Provide key administrative support to the Human Resources and Administration (HRA) team and assist in the successful arrangement of company-wide events and activities.
- Discreet Ad-Hoc Tasks: Provide effective support for special projects and ad-hoc tasks assigned by the executive staff and the Head of Department, handling all matters with confidentiality.
Qualifications and Attributes
- Bachelor’s degree or equivalent professional qualification.
- 3-5 years of direct experience in an administrative or executive secretarial role supporting senior management. Experience within the finance, asset management, or professional services industry is a significant advantage.
- Trilingual Communication: Excellent verbal and written communication skills in English, Chinese (Cantonese & Mandarin) are mandatory for liaising with global and regional stakeholders.
- High proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
