Executive Assistant – Team Secretary for Senior Executives

About the role

Our client is looking for a highly organized and proactive Executive Assistant to support a team of three to four senior executives in the financial services sector. The role requires meticulous attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast‑paced environment.

Key responsibilities

• Provide full‑spectrum secretarial and administrative support, including calendar management, meeting coordination, and travel arrangements for senior executives.
• Prepare and distribute meeting materials, agendas, presentations, and minutes, and handle incoming calls and correspondence with discretion.
• Arrange domestic and international travel itineraries, process expense claims, and manage last‑minute changes efficiently.
• Coordinate logistics for team meetings, off‑site events, conferences, and client gatherings, liaising with internal departments and external vendors.
• Maintain organized digital and physical filing systems, monitor office supplies, and support ad‑hoc projects as needed.

Required profile

• Diploma or higher in Business Administration, Secretarial Studies, or a related field.
• 5–8 years of experience as a team secretary or executive assistant, preferably in professional services, finance, or corporate environments.
• Proven ability to support multiple senior executives and manage complex, fluid diaries.

Required skills

• Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication in English and Chinese (Cantonese and Mandarin).
• High level of discretion and confidentiality when handling sensitive information.