Team Secretary / Team Assistant

About the roleA leading global financial services institution, is seeking a highly organized, proactive, and discreet Team Secretary to provide comprehensive administrative support to a high-performing, client-facing team. The ideal candidate will thrive in a fast-paced, high-pressure environment, acting as the administrative backbone of the team. This role requires exceptional calendar management, complex international travel coordination, and a strict commitment to confidentiality and compliance.Key ResponsibilitiesManage extremely complex and dynamic calendars for senior executives and team members, prioritizing meetings and resolving scheduling conflicts across multiple time zones.Coordinate internal and external meetings, conference calls, and video conferences, ensuring all technology and logistics are seamless.Arrange complex, multi-stop international travel itineraries, including flights, accommodations, ground transportation, and visa applications.Prepare detailed travel dossiers and ensure all logistics are executed flawlessly, adapting quickly to last-minute changes.Coordinate roadshows, investor meetings, and client entertainment logistics.Prepare, format, and proofread high-quality documents, presentations (e.g., pitch books, board packs), and reports using MS Office.Organize meeting materials, print and bind documents as required, and ensure smooth on-site execution of high-profile events or conferences.Take meeting minutes and track action items as needed.Process high-volume Travel & Expense claims and vendor invoices using systemsServe as the central administrative hub for the team, liaising with other assistants, internal departments and external stakeholders.RequirementsExperience: Minimum of 3–7 years of experience as a Team Assistant, Executive Assistant, or Secretary, preferably within Financial ServicesEducation: Bachelor’s degree or equivalent professional qualification is preferred.

Technical Skills

Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience with SAP Concur and CRM systems is a strong advantage.Language Skills: Exceptional written and verbal communication skills in English, Cantonese and MandarinFor further details, please contact Vien Ng or send across your details to vn@charlottefrank.com(Job Code: VN/84591)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