Job Summary:
We are seeking an experienced and highly skilled Executive Assistant to provide exceptional support to our Senior Management. The ideal candidate will have a proven track record as a personal assistant within the financial services industry, possess strong Chinese language skills, fluency in English, and at least 5 years of relevant experience. This position requires excellent organizational abilities, impeccable attention to detail, and the ability to handle sensitive information with utmost confidentiality.
Responsibilities:
- Act as the primary point of contact and gatekeeper for the CIO and COO, managing their calendars, scheduling meetings, and prioritizing requests.
- Prepare and coordinate necessary documentation, presentations, and reports for internal and external meetings.
- Manage complex travel arrangements including flights, accommodations, and visa applications.
- Handle all incoming and outgoing correspondence, emails, and phone calls, ensuring timely and accurate responses.
- Conduct thorough research, gather data, and compile information as required by the CIO and COO.
- Assist in drafting and editing documents, including memos, letters, and other business correspondence in both Chinese and English.
- Coordinate with various internal and external stakeholders, including high-level executives, clients, and vendors.
- Maintain and update confidential files, records, and databases.
- Provide administrative support such as expense management, invoice processing, and general office management tasks.
- Handle special projects and ad-hoc assignments as directed by the CIO and COO.
Requirements:
- Bachelor's degree in a relevant field.
- Minimum 5 years of experience as a personal assistant or executive assistant in a financial services setting.
- Fluent in spoken and written Chinese (Mandarin or Cantonese) and English.
- Excellent communication skills, both verbal and written, in Chinese and English.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional organizational skills with the ability to multitask and prioritize effectively.
- Discretion and ability to handle confidential and sensitive information with integrity.
- Proactive and resourceful problem solver with a high level of attention to detail.
- Professional demeanor, strong interpersonal skills, and the ability to build relationships with stakeholders at all levels.
- Flexibility to work outside of regular office hours when necessary.
