Personal Assistant to CEO / Admin (Junior)
Hong Kong
Business Support – Executive Assistant /
Full-time /
On-site
Overview
Our client is currently looking for a Personal Assistant to CEO, while supporting administrative duties in the office. In this dual function as Administrative Support / Executive Assistant to our CEO, you'll be instrumental in ensuring the efficient operation of our executive team and Hong Kong offices. You will be working closely with our CEO, assisting and enabling him to focus on core tasks as we swiftly grow, transform, and evolve our business into a global entity. Also, you will be the go-to resource for all office-related matters, collaborating with all business tiers, both internally and externally. The perfect candidate is considerate, innovative, highly meticulous, and very proactive amidst managing various duties.
What You Will Do
- Directly assisting and supporting the CEO in his day-to-day operations
- Management of calendars and logistical organization of internal and external meetings
- Preparation of meeting documents such as agendas, minutes, presentations, spreadsheets, reports, etc.
- Management of incoming and outgoing communication, including emails, letters, and phone calls, and responding to inquiries as appropriate
- Assistance with travel arrangements including flights, accommodation, schedule management, restaurant reservations, and ensuring efficient travel logistics
- Upholding confidentiality and handling sensitive information with discretion and professionalism
- Managing invoices, receipts and expense claims, as well as reconciling corporate credit card statements, while adhering to budgetary guidelines and monitoring travel approvals
- Welcoming guests to our office environment
- Representing our Hong Kong office and promoting our unique office culture - you will be the primary contact for office-related issues for staff, guests, and external suppliers
- Acting as a liaison with suppliers, contractors, the landlord, and building management in servicing our office space, ensuring that our office is always fully stocked and equipped and managing relevant payments as necessary
- Establishing an office supply management system, including stock management, purchase flows, cost tables, etc.
- Creating and maintaining an open communication channel across our three locations, including disseminating information, announcements, and messages promptly to the wider team (e.g. office logistics, building updates, etc.)
- Providing cross-functional support for other departments as needed
- Identifying opportunities for process improvement and implementing streamlined administrative procedures to enhance efficiency
- Other ad-hoc tasks and projects - we are a small team with dynamic responsibilities!
What You Will Need
- At least 2 years of professional experience in a similar role as an Executive Assistant or Administrative Support with experience in customer service and business operations. Experience in the hospitality or luxury sector is highly desirable.
- Outstanding communication skills in written and spoken English, Cantonese, and Mandarin.
- Strong problem-solving and analytical skills, hands-on, detail-oriented, and highly organized.
- Ability to multitask and a proactive attitude; ability to work under pressure and prioritize tasks based on business needs and timelines.
- Client-facing skills; capable of welcoming guests and providing quality service that matches the luxury space we represent.
- Proficient in Google Workspace (Docs, Slides, Sheets, etc.) and Microsoft Office (Word, Excel, PowerPoint, etc.)
- Excellent interpersonal skills and the ability to interact with all levels across the business
