Executive Assistant

About the roleOur client is seeking a highly organized, proactive, and detail-oriented Team Secretary to provide comprehensive administrative and secretarial support to a team of 3 - 4 senior executives. The ideal candidate will be a self-starter with excellent communication skills, strong time-management abilities, and the capacity to handle multiple priorities in a fast-paced environment.Key ResponsibilitiesExecutive & Administrative SupportProvide full-spectrum secretarial and administrative support to 3–4 senior executives, including calendar management, meeting coordination, and travel arrangementsManage complex and fluid diaries, scheduling internal and external meetings across different time zonesCoordinate and prepare meeting materials, agendas, presentations, and minutesScreen and handle incoming calls, emails, and correspondence with professionalism and discretionMaintain organized filing systems (both digital and physical) and ensure timely document retrievalTravel & Logistics CoordinationArrange domestic and international travel itineraries, including flights, accommodation, visa applications, and ground transportationPrepare detailed travel schedules and handle last-minute changes efficientlyProcess travel expense claims and track reimbursementsEvent & Meeting SupportCoordinate logistics for team meetings, off-sites, conferences, and client eventsLiaise with internal departments and external vendors for venue sourcing, catering, and AV setupAssist with onboarding and offboarding logistics for team memberCommunication & LiaisonServe as a primary point of contact between the team and internal/external stakeholdersDraft, proofread, and format correspondence, reports, and presentationsMaintain strong working relationships with clients, partners, and colleaguesGeneral Office SupportMonitor and manage office supplies and equipment for the teamAssist with ad-hoc projects and administrative tasks as assignedSupport other team members during peak periods or staff absencesQualifications & RequirementsEducation & ExperienceDiploma or above in Business Administration, Secretarial Studies, or related disciplineMinimum 5–8 years of relevant experience as a team secretary, executive assistant, or similar role, preferably in a professional services, financial, or corporate environmentExperience supporting multiple senior executives is highly preferredSkills & CompetenciesExcellent organizational and time-management skills – ability to prioritize tasks and meet deadlinesStrong written and verbal communication skills in English and Chinese (Cantonese and Mandarin)Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other office toolsHigh level of discretion and confidentiality – able to handle sensitive information with integrityProactive and resourceful – able to anticipate needs and work independentlyStrong interpersonal skills – able to interact professionally with all levels of staff and external partiesFor further details, please contact Vien Ng or send across your details to vn@charlottefrank.com(Job Code: VN/80435)Personal data collected will be used for recruitment purposes onlyBy applying for this position, you consent to the collection, use and disclosure of your personal data to Charlotte Frank Recruitment Ltd. and all relevant third parties for the purpose of processing your application for this job position. You understand and acknowledge that your personal data will be processed in accordance with our Privacy Policy https://www.charlottefrank.com/privacy-policy