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Executive Assistant/Office Administrator

Hong Kong

Our Client

Our client is a leading investment management company based in Hong Kong.

About the Role

Located in Central, the executive assistant provides administrative support to the CIO and the team and is also responsible for the day-to-day smooth operations of the office. This is a hands-on role which requires good communication and interpersonal skills, organization, and attention to detail.

Job Responsibilities

  • Provide secretarial support to the Chief Investment Officer and other members of the HK management team, including calendar management, travel arrangements (transport and accommodations), meetings coordination, and correspondence with corporates and sell side counterparties

  • Track and prepare expense reports for reimbursement and accounting purposes

  • Assist the COO with HR and finance duties, including:

    • Tracking staff absence and holidays

    •  Office budget and cost management

    • Maintaining staff personal files / HR data

    • Communicating and overseeing the implementation of firmwide office policies

  • Design and maintain procedures for maintaining office admin systems, filing and record keeping

  • Serve as the key point of contact for office vendors, including maintenance, mailing, supplies, repairs

  •  Maintain the general upkeep of the office, including ensuring that the office environment is safe, clean and functional, and managing supplies

  • Manage office relocation, renovation, improvement projects as required

  • Coordinate with administrative team in other regions on coverage or other projects

About You

  • University degree holder (bachelor’s or above) from a reputable institution

  • Native or near-native oral and written English and Mandarin language skills; Cantonese language skills are a plus

  • Minimum 8-10 years’ experience in an executive assistant and office management role

  • Experience in the financial services industry preferred

  • Strong sense of ownership and integrity with a good understanding of confidentiality

  • Flexible and adaptable team player

  • Ability to work well under pressure

  • Detail oriented, with strong organization and time management skills

  • Ability to follow detailed instructions and policies

  • Creative and resourceful problem solver who has a strong ability to multi-task

  • Strong communication and interpersonal skills

  • Proficient in the use of MS Office tools (including Microsoft Word, Excel, Outlook, and PowerPoint)

What's On Offer

  • Up to 50K+ with discretionary bonus

  • 5 day work week; 9-7pm

  • Private medical and dental coverage

  • 15 days annual leave


Interested candidates, please email your CV to to discuss this opportunity further!

Your Hiring Partners

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Julia Sinarwi

  • LinkedIn

With over 12 years of experience in executive support, administration and business operational roles in the Hospitality, Wellness, Finance and Executive Search sectors, Julia founded Finesse Solutions in 2019. Having hired and grown her own team, Julia understands the importance of having the right, value-driven people help accelerate your businesses' growth.

Using her first-hand experience in executive and back-office support and managing the hiring processes for the organizations she has worked for, Julia is able to see from both perspectives and efficiently close the gap between her candidates and clients hiring needs.

Extraordinary customer-service and a principled way of working is her key ingredient to forming long lasting relationships and delivering high quality results.

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Kelly Ratcliffe

  • LinkedIn

Kelly is a former Executive Assistant in the Investment Management sector with 14 years of experience across executive support, sales and marketing for both small and large multinational firms.

With former professional experience in helping key stakeholders make important hiring decisions, Kelly has first-hand insight into the requirements of high performing executive support and back-office personnel.

Kelly's approach to identifying and qualifying top talent is one that is personable and meticulous in understanding her clients' hiring needs while bringing out the best in her candidates to make the best possible match.

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