Assistant to CEO

Role Description

We are seeking a highly organized, energetic, and proactive Assistant to CEO to provide comprehensive secretarial, administrative, and Human Resources support. In this pivotal role, you have to ensure smooth day-to-day office operations, efficient executive scheduling, and seamless execution of HR and administrative functions.

Key Responsibilities:

• Executive, Secretarial & Personal Support: Provide comprehensive secretarial, administrative, and executive support to the CEO in business and personal matters, including calendar and meeting coordination, research, preparation of summaries, and support for ad hoc projects.

• Confidentiality, Deadlines & Administration: Handle confidential business, financial, corporate, personal, and family-related information with discretion, while monitoring important deadlines, renewals, appointments, payments, applications, and follow-up matters.

• Travel, Driver & Vehicle Coordination: Arrange business and personal travel, including flights, hotels, visas, expenses, and related documentation. Coordinate with the CEO’s driver and manage vehicle licences, registration, insurance, inspections, repairs, maintenance.

• Calendar & Meeting Management: Manage the company calendar, coordinate meeting room reservations and ensure materials are fully organized.

• Meeting Minutes: Attend key meetings, accurately record minutes.

• Office Operations & Facilities: Coordinate closely with landlords, office maintenance teams, and service contractors. Manage office access cards and oversee the procurement and maintenance of office supplies.

• Mail & Logistics: Manage incoming and outgoing letters, parcels, couriers; handle business card arrangements.

• Company Events: Plan and coordinate internal entertainment activities, company gatherings, and the Annual Dinner event.

• Full-Cycle Recruitment: Handle job-ad postings and arrange interview schedules.

• Onboarding & Offboarding: Manage smooth employee onboarding  and offboarding procedures.

• HR Administration: Manage staff employment contracts, service agreements, and staff leave records. Handle MPF arrangements, staff visa applications, and administration for employee group medical and labour insurance.

• Payroll & Expense Management: Manage monthly payroll for Hong Kong and Mainland China staff, employee reimbursements, and company expense payments.

Your skills and experience:

·         4–5 years of professional experience in an executive assistant, secretary, or HR/admin generalist role.

·         Strong communication skills in both English and Mandarin (spoken and written)

·         Exceptional organizational skills with keen attention to detail

·         Self-motivated, energetic, and a team-player

·         Team-oriented mindset with strong interpersonal and collaborative skills

What we offer:

·         Exposure to global financial institutions and diverse asset classes, expanding your professional network

·         Broad exposure to experienced professionals and senior management

·         Learning and development support to foster continuous career growth

·         A dynamic and collaborative culture where your ideas are valued and your contributions recognized