Personal Assistant (support to the General Manager)

Position Overview

We are seeking a highly proactive, detail-oriented, and fast-paced Personal Assistant (PA) to support the General Manager in daily administrative, client management, and operational workflows.

The ideal candidate is a self-starter who anticipates needs before they arise, works with high precision, and operates seamlessly across English, Cantonese, and Mandarin environments. You will play a crucial role in maintaining client satisfaction, streamlining the General Manager's schedule, and executing administrative tasks with minimal supervision.

Key Responsibilities

~ Client Relationship & Sales Support

• Serve as the primary administrative point of contact for key client accounts, liaising professionally in English, Cantonese, and Mandarin.
• Draft, edit, and send routine client correspondence, proposals, and follow-up communications.
• Maintain up-to-date client records, update internal sales tracking systems/CRMs, and organize client meeting materials.
• Assist in organizing client events, meetings, and hospitality arrangements.

~ Executive Scheduling & Calendar Management

• Maintain total oversight of the General Manager’s calendar, proactively prioritizing, resolving scheduling conflicts, and managing time buffers.
• Organize internal and external meetings, including conference calls, venue bookings, and video conferencing setups.
• Coordinate end-to-end travel itineraries, visa processing, accommodation, and transport arrangements as required.

~ Documentation & Form Administration

• Accurately fill out, review, and process business, regulatory, client, and operational forms in English and Chinese.
• Manage corporate documentation, filing systems, and contract records with high confidentiality and order.
• Prepare, proofread, and translate documents, reports, and presentation slides.

~ Operational & Ad-hoc Support

• Identify potential scheduling or administrative bottlenecks independently and solve them proactively.
• Handle incoming inquiries, filter communications, and action urgent matters quickly on behalf of the General Manager.
• Execute special projects and ad-hoc personal/business administrative tasks as needed.

Candidate Requirements

Key Competencies & Traits

• Self-Acting & Proactive: Highly resourceful with strong initiative; capable of driving tasks forward without constant instruction.
• Speed & Accuracy: Fast worker with high execution capacity, coupled with meticulous attention to detail and zero tolerance for sloppy errors.
• High Responsibility & Ownership: Accountable, dependable, and capable of maintaining strict confidentiality regarding client and business information.
• Strong Interpersonal Skills: Professional, composed under pressure, and adept at interacting with corporate clients and internal teams.

Qualifications & Skills

• Native or professional fluency in English, Cantonese, and Mandarin
• Experience: Ideally 2–5 years of experience in an Executive Assistant, Personal Assistant, or High-Level Administrative role
• Location: Based in Hong Kong and willing to work full-time on-site.
• Technical Skills: Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace. Experience with CRM tools and digital calendar tools is required.

How to Apply

Please submit your CV, expected salary and availability. Shortlisted applicants may be invited to complete a short practical exercise covering client communication and organisation, alongside a brief conversation in English and Mandarin.