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Office Manager & Executive Assistant

Hong Kong

Our Client

Our client is a specialist Executive Search firm and talent data solutions platform servicing sell-side investment banks & buy-side clients globally. Exclusively for Front Office Financial Markets Professionals.

They are currently looking for an experienced Operations Manager and Executive Assistant to support their Managing Director and further expansion of the company.

Job Responsibilities

Office Management:

  • Responsible for the smooth running of daily office operations including a full scale of office management, handling tenancy agreements, office assets and supplies and liaising with external vendors and service providers

  • Liaise with external service provider to ensure company statutory documents, business registration and licenses are up-to-date, accurate and properly filed whilst maintaining an organized filing system for confidential documents

  • Handle HR functions such as job ad posting, processing staff payroll, benefits enrolment, visa applications, employee contracts and onboarding and offboarding

  • Handle finance matters including incoming and outgoing invoice management, monthly budgeting and reporting

  • Design and implement operational systems and procedures for maximum organization, efficiency and productivity for the team

  • Plan and organize staff quarterly and incentive lunches and events

  • Assisting with data entry into company database and report generation

  • Ensure that date base is consistently accurate and updated

Executive Assistance:

  • Provide a full scale of exceptional secretarial support to Managing Director including calendar and diary management, email correspondences, internal and external meetings, appointments and call scheduling

  • Make and manage travel arrangements including flight, hotel, ground transportation, visa applications and itineraries

  • Plan, organize and coordinate Managing Director’s daily schedule to ensure maximum efficiency and productivity

  • Travel and general expense management

  • Prepare and format memos, reports, presentations and documents

  • Transcribing and ensuring Managing Director’s notes are accurately uploaded onto database

  • Assist with any ad-hoc administrative tasks as needed including some personal matters


Skills & Qualifications:

  • A stable working history with a solid 5-8 years of experience as an office manager, executive assistant and/or other relevant roles

  • Experience in MNC startups and western working environment strongly preferred

  • Near native English with excellent written and verbal communication skills a must

  • Tech-savviness with capability of learning new industry software

  • Highly capable, extremely organized and experienced with handling high level executives

  • Solution-oriented, proactive and resourceful team player

  • A strong eye for detail and ability to multi-task

  • Able to take initiative and work independently with good judgement

  • A collaborative builder’s mentality and willing to help when and where it’s needed


What's On Offer

  • Up to 30K (13 months)

  • Central working location

  • 5 day work week

  • 22 days annual leave including birthday leave

  • A chance to build and grow with a startup founded by an industry leader

  • Work alongside an inclusive, friendly and dynamic team

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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