Position Summary
As an Executive Assistant, you will provide secretarial and administrative support to the team. Tasks will include a variety of administrative needs, including diary and travel management, correspondence and telephone support, expenses, data entry and management, event planning support, and more. There will be numerous and various ad hoc administrative duties required, all to ensure the full team is operating well and with optimal efficiently. Importantly, the successful candidate will become a part of the broader team and be comfortable in an international working environment.
Key Responsibilities
- Provide overall administrative and operational support to the Senior Managing Directors
- Calendar management, travel and meetings arrangement
- Maintain time keeping system and ensure the records accuracy
- Manage timesheets for the Senior Managing Directors
- Organize and support internal and external conferences and business activities
- Assist in the preparation and submission of expense claims and reimbursements
- Open new business matters and perform conflict checks in the applicable firm database
- Collate, analyse, summarise, and report on pertinent business data
- Assist in preparing business related presentation and help to draft business related documents as needed
- Liaise with the support functions (HR, Finance, Marketing, IT, etc.) on internal processes and procedures
- Prepare vendor invoice payments, billing, and client invoicing
- Perform ad-hoc duties as assigned to ensure business-as-usual work are performed at optimal level
Key Requirements
- Minimum of 4 years’ experience in supporting C-levels or senior management as a Secretary / Executive Assistant
- Experience with Professional services, Consultancy or Financial Services will be an advantage
- Experience dealing with international time zones, interacting with clients and understand client relationship
- Proactive, take initiatives and ownership, with a positive work attitude
- Highly professional manner and strong work ethic
- Strong interpersonal skills and ability to communicate at all levels
- Good time management skills and a knowledge of how to actively prioritize workload
- An ability to solve problems, propose solutions, and think “outside of the box
- Organized, flexible and can adopt to fast changing environment
- An ability to work under tight deadlines
- A significant focus on accuracy of work product and high attention to detail
- Advanced Word, Excel, PowerPoint and computer skills
- Excellent command of English and Chinese, in both written and oral communications
- Immediately available would be an absolute advantage
