Field of Activity
The Office Manager & Executive Assistant to the Regional Head of North Asia will provide comprehensive administrative, executive support, and office management functions to ensure seamless operations within the Hong Kong office. This multi-function role requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.
Your Responsibilities:
- Oversee office expense payments, petty cash, and general expense reporting
- Review, screen, and process vendor invoices for payment
- Review Hong Kong staff Concur expense reports and support internal audit activities
- Manage office insurance policies and coordinate supplier contract renewals
- Ensure office licenses and regulatory requirements remain up-to-date and compliant
- Liaise with local regulators and internal compliance teams, prepare regulatory reports, and oversee statutory and regulatory filings
- File Annual Returns and document changes in the Board of Directors
- Coordinate with Boards and Committees regarding signature lists, authorized signatories for our HK entity, and documents requiring management’s approval
- Maintain and update the URP (unit recovery plan) for the office
- Maintain office policies and procedures, updating as needed
- Plan and execute internal and external events, including birthday celebrations, team events, Chinese New Year luncheon, and Senior Management visits
- Provide backup support for Admin Executive
- Assist with visitor management, including welcoming guests and arranging hospitality
- Maintain records of staff annual leave, sick leave, and work-from-home arrangements
- Collaborate with Internal Communications and Corporate Engagement teams on HK office initiatives and employee engagement activities
- Coordinate external training programs for HK staff
- Assist with special projects and ad-hoc assignments as directed by senior management
- Support the senior management team with any other administrative needs as required
Our Requirements:
- Minimum 5 years of experience in a combined office management and executive assistance
- Proven experience supporting senior executives in a corporate or financial services environment
- Strong proficiency in Microsoft Office and Concur expense management system
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
- Strong written and verbal communication skills in English, Cantonese, and Mandarin
- High level of discretion, integrity, and professionalism, with the ability to handle confidential information appropriately
- Proactive, resourceful, and able to anticipate needs and solve problems independently
- Flexible and adaptable, with the ability to manage changing priorities in a fast-paced environment
- Able to work effectively both independently and as part of a team
- Demonstrated ability to manage multiple tasks and priorities effectively
Location: Hong Kong