Executive Assistant to C-suites up to K

Position Overview:
We are seeking a highly skilled and organized Executive Assistant to provide comprehensive support to the CEO and President of our organization. The Executive Assistant will play a critical role in managing the day-to-day operations of the executive office and facilitating effective communication between the executive team and internal/external stakeholders. Fluency in both English and Chinese is essential for this role, as strong communication skills in both languages are required.
Responsibilities:

1. 
   Administrative Support:
   • Manage the CEO and President's calendar, schedule appointments, and coordinate meetings, ensuring efficient use of their time.
   • Prepare meeting materials, agendas, and presentations, and take accurate minutes during meetings.
   • Handle travel arrangements, including flight bookings, hotel accommodations, and visa arrangements.
   • Process expense reports and maintain records of receipts and reimbursements.
   • Handle confidential and sensitive information with the utmost discretion and professionalism.
   • Assist with general office management tasks, such as ordering supplies and maintaining office equipment.
2. 
   Communication and Correspondence:
   • Act as a liaison between the CEO and President and internal/external stakeholders, ensuring effective and timely communication.
   • Draft and proofread correspondence, emails, reports, and other documents in both English and Chinese.
   • Translate documents, communications, and presentations from English to Chinese, and vice versa.
   • Handle phone calls, inquiries, and requests, and direct them to the appropriate contacts.
   • Maintain an organized filing system for documents and records.
3. 
   Meeting Coordination and Support:
   • Coordinate and schedule executive meetings, including preparing agendas, arranging logistics, and ensuring all necessary materials are available.
   • Attend meetings, take accurate minutes, and distribute meeting minutes and follow-up action items.
   • Follow up on action items and deadlines to ensure completion and provide status updates to the CEO and President.
   • Prepare and distribute reports, presentations, and other materials as needed.
4. 
   Special Projects and Initiatives:
   • Support the CEO and President in special projects, research, and initiatives as assigned.
   • Conduct research, gather data, and prepare reports or presentations for strategic decision-making.
   • Coordinate and collaborate with other departments and team members to ensure project success.

Qualifications:

• Bachelor's degree or equivalent experience.
• Proven experience as an Executive Assistant or similar role supporting senior executives.
• Excellent communication skills in both English and Chinese (Mandarin and/or Cantonese).
• Proficient in written and spoken English and Chinese, with the ability to translate between the two languages.
• Strong organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Attention to detail and the ability to maintain accuracy in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Discretion in handling confidential information and ability to maintain utmost confidentiality.
• Professionalism, adaptability, and the ability to work independently and collaboratively.

If this job isn't quite right for you, but you know someone who would be great at this role, why not take advantage of our referral scheme? We offer HKD1000 in Apple gift cards for every referred candidate who we place in a role. Terms & Conditions Apply.