Executive Assistant to the C-Suite

About Academic Asia
For over 46 years, Academic Asia has been a trusted leader in education consulting in Hong Kong. We specialise in guiding families through one of the most important decisions they will make — securing the best possible UK boarding school placement for their children. We are also actively expanding our services into university applications, tutorials, summer camps, and guardianship programs to provide comprehensive educational support throughout a student’s journey. As we celebrate this significant milestone and enter an exciting new phase of growth, we are expanding our reach, enhancing our services, and continuing to innovate in how we support families and students. To Fuel this next chapter, we are looking for talented, driven professionals who are passionate about education and eager to contribute to meaningful impact.

Our mission is simple yet profound**: to provide the best advice for the best education**. With deep expertise, longstanding relationships with top UK schools, and a genuine commitment to understanding each family’s unique needs, we have built a reputation for excellence and integrity that spans nearly five decades.

About This Role

We are looking for an exceptional Executive Assistant to provide dedicated, high-calibre support to both the CEO and Managing Director.

This is a role for someone who is naturally organised, quietly sharp, and takes pride in making things run smoothly. Beyond the fundamentals, we are looking for someone with the intelligence and curiosity to grow with us.

Key Responsibilities

Executive & Administrative Support

• Liaise directly with parents, students, school representatives, vendors, and external partners
• Manage and respond to enquiries across multiple channels (email, WhatsApp groups, phone) promptly and appropriately
• Coordinate and prepare for internal and external meetings: agendas, materials, minutes, and follow-up actions — nothing falls through the cracks
• Handle all formal correspondence on behalf of the C-Suite — emails, letters, and professional communications — with accuracy and the right tone for each audience
• Maintain organised filing systems, records, and documentation for the executive office

Office & Operations Coordination

• Oversee smooth day-to-day running of the executive office — anticipate what is needed before being asked
• Coordinate with internal teams (marketing, consulting, education) on behalf of the C-Suite
• Track and follow up on outstanding action items, deadlines, and projects across the business
• Support preparation of presentations, reports, and briefing documents
• Assist with planning and coordination of company events, seminars, and key client meetings — including logistics, communications, and on-site support

Ad-Hoc & Value-Add Contributions

• Take on special projects and research tasks assigned by the CEO or MD — and deliver them without hand-holding
• Actively contribute ideas to improve how we operate — we want someone who spots problems and proposes solutions, not just someone who waits to be told
• Support marketing and business development initiatives — this is a big plus and could become a significant part of your role over time
• Act as a bridge between the C-Suite and our tech/digital partners — you don't need to be a developer, but being comfortable discussing website updates, digital tools, and tech requirements with our web team is a real advantage
• Be the kind of person who makes the two busiest people in the company more effective, more organised, and more confident that things are being handled
• Booking international/domestic flights, accommodation, and transportation, often preparing detailed itineraries.

Who we are Looking for

Experience & Background

• 2–5 years of experience as an Executive Assistant, Personal Assistant, or in a senior administrative/business support role
• Experience supporting C-level or senior management preferred
• Background in education, professional services, or a fast-paced SME environment is a plus
• Bachelor's degree preferred but not required — we care more about ability and attitude than credentials

Skills & Abilities

• Problem solver first — you don't bring problems without solutions, and you find a way through when things aren't straightforward
• Comfortable with tech and digital tools — familiar with or able to quickly learn website CMS, WhatsApp Business, CRM basics, and productivity tools; able to communicate clearly with our web and tech partners
• Exceptionally organised — you manage complex schedules, multiple bosses, and competing priorities without dropping anything
• Strong written and spoken English and Cantonese; Mandarin is an advantage
• High emotional intelligence — you read the room, handle parents and students with warmth and care, and adjust your communication style effortlessly
• Fast learner who picks up new tools, processes, and information quickly
• Comfortable handling ambiguity — you find a way forward even when instructions aren't fully defined

Character & Attitude

• Passionate about education — you genuinely believe in what Academic Asia does and want to be part of making a difference in students' lives and futures
• Hungry to make an impact — this isn't a job where you clock in, send emails, and clock out. You want to contribute, improve things, and grow
• Proactive — you identify what needs to be done and do it without being asked
• Discreet — you handle sensitive client and business information with absolute professionalism
• Resourceful — you solve problems rather than escalate them
• Calm under pressure — whether it's a stressed parent, a last-minute event change, you handle it with composure
• Genuinely curious — about education, about business, about people, and about how things could be done better

What we Offer

• Direct daily access to and mentorship from the C Suite management
• Real responsibility from day one — not a role where you disappear into admin tasks
• Opportunity to grow beyond the traditional EA scope if you demonstrate the capability
• Stable, well-respected employer with 46+ years of history and exciting growth momentum
• A close-knit, high-performing team where your contribution is seen and valued