Executive Assistant (Contract)

Job title: Executive Assistant

Contract Type: Non-Permanent / (6-Month Contract) potential to extension, subject to client approval

Location: Hong Kong

Key Accountabilities & Responsibilities

·       Calendar & Meeting Management: Manage fluid, high-volume, and frequently changing diaries for senior Office leaders, effectively coordinating internal and external meetings across regional time zones (including Hong Kong, Singapore, and Japan).

·       Travel Logistics: Organize seamless domestic and international business travel arrangements, including flights, accommodation, visa processing, detailed itineraries, and real-time contingency planning for dynamic schedule changes.

·       Client Events: Coordinate client meetings, roadshows, marketing initiatives, and senior stakeholder engagements across the APAC region in partnership with internal event teams and external vendors.

·       Financial Processing: Prepare, review, submit, and track expense claims, procurement requests, and supplier invoices within strict timelines and in full compliance with corporate policy guidelines.

·       Record Maintenance: Maintain accurate, up-to-date client and operational data in approved corporate systems, including CRM platforms, travel booking engines, and expense portals.

·       Administrative Support: Assist with executive presentation decks, departmental communications, team distribution lists, meeting agendas, and general administrative coordination.

·       Stakeholder Collaboration: Build strong collaborative relationships across teams, Business Management, Compliance, Operations, Finance, and regional support networks.

·       Continuous Improvement: Proactively identify opportunities to streamline administrative workflows, enhance support models, and drive operational efficiency.

·       Risk & Confidentiality: Handle sensitive, confidential business information with absolute discretion, maintaining full compliance with internal risk frameworks and corporate governance standards.

Essential Qualifications & Experience

·       Industry Experience: Minimum 8 years of Executive Assistant or Team Assistant experience supporting senior leaders

·       Coordination Expertise: Demonstrated expertise in managing complex, multi-time-zone executive calendars and regional/international travel logistics across the APAC region.

·       Technical Proficiency: High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience using corporate travel, expense management, invoice processing, and procurement systems.

·       Communication Skills: Excellent verbal and written communication skills with strong stakeholder management capabilities across all levels of the organization.

·       Professional Attributes: Exceptional attention to detail, sound judgment, and absolute discretion when handling sensitive, proprietary, and confidential information.

·       Work Style: Proactive, adaptable, and self-motivated, with a strong service mindset, ability to manage competing demands, and strong ownership of deliverables.