Executive Secretary

We are seeking a highly professional, proactive, and discreet Executive Secretary to provide comprehensive support to a senior executive based in Hong Kong.

This role serves as an executive support professional, ensuring effective management of the executive's priorities, schedule, communications, and stakeholder engagements.

Key Responsibilities

• Manage a complex and dynamic calendar, prioritising appointments, meetings, and commitments to optimise the executive's time and effectiveness.
• Plan and coordinate business travel, including flights, accommodation, visas, transportation, and travel security requirements.
• Anticipate potential travel disruptions and proactively manage contingency arrangements.
• Manage and reconcile travel and business expenses in compliance with company policies.
• Coordinate internal and external meetings, including executive leadership meetings, client engagements, and board-related activities where applicable.
• Prepare meeting materials, track follow-up actions and ensure timely completion of commitments and deliverables.
• Support the preparation of management reports, presentations, and business documentation.
• Coordinate administrative processes, procurement requests, vendor management, and office-related matters as required.
• Build effective working relationships across the organisation and with external partners.
• Handle highly confidential, sensitive, and business-critical information with the utmost discretion.
• Ensure compliance with internal policies, governance standards, and administrative procedures.
• Support special projects and strategic initiatives assigned by the executive.

Qualifications & Experience

• Bachelor's degree or equivalent qualification preferred.
• Minimum 8-10 years of experience supporting C-suite executives or senior leaders within a multinational or professional corporate environment.
• Demonstrated experience managing complex calendars, international travel arrangements, and executive communications.
• Strong proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written and verbal communication skills in English; Cantonese and/or Mandarin proficiency would be an advantage.
• Exceptional organisational, planning, and multitasking abilities with keen attention to detail.
• Strong stakeholder management and interpersonal skills with the ability to work effectively across all levels of an organisation.
• Ability to exercise sound judgment, maintain discretion, and manage confidential information with integrity.
• Self-motivated, resourceful, and able to work independently in a fast-paced environment.

Preferred Attributes

• Executive presence with a professional and polished demeanour.
• Highly proactive and solution-oriented approach.
• Strong business acumen and ability to anticipate executive needs.
• Resilient, adaptable, and capable of managing competing priorities under tight deadlines.
• Commitment to delivering high-quality support and exceptional service standards.