Executive Assistant (APAC)

The world's largest independent charter owner and manager of containerships with global operation.

Location

Hong Kong

Job Summary

The Executive Assistant to APAC C-suite Executives provides a full range of administrative and office support to ensure the smooth running across executive offices in Hong Kong, Shanghai/APAC.

Responsibilities

• Coordinate the scheduling of appointments and events for the CEO, CCO, and GC, including sending electronic invitations, reminders, booking meeting rooms, and preparing relevant materials for upcoming engagements. Attend department meetings and document minutes as needed.
• Maintain a comprehensive travel tracker; manage travel arrangements, both domestic and international, ensuring all necessary travel documents are prepared and adapting to any last-minute changes that may arise on a 24/7 basis.
• Facilitate reservations for restaurants and venues for the CEO, CCO, and GC. Receive and categorize invoices ensuring accurate processing through relevant platforms such as Certify, AAP, Dry Docking DMA PowerApp AL. Responsible for preparing and submitting expense reports, as well as reconciling corporate credit card statements, while adhering to budgetary guidelines and monitoring travel approvals for them and their direct reports.
• Manage expense, travel, and leave applications for the CEO, CCO, GC, and their direct reports, including processing approvals through various systems like Certify, AAP, and SAP. Maintain meticulous personal expense trackers; oversee and maintain records of medical insurance claims for them, and their families. Facilitate wet-ink signatures on behalf as per their written approvals.
• Act as the primary liaison for the Hong Kong Office General Manager, collaborating with office coordinators to assist with office management tasks and provide prompt responses to internal queries, and organize internal office events, covering aspects like date selection, venue booking, catering, and photography for communication purposes.
• Collaborate with the IT and communication teams to assist in video shoots and photography sessions for the CEO, CCO, GC. Address IT-related concerns by raising and resolving IT tickets.
• Work closely with the communication team to prepare internal swag items and external gifts for customers on behalf of the CEO and CCO. Draft greetings and messages for both internal and external stakeholders, such as festival and celebration messages.
• Provide coverage for colleagues as part of the administrative team and maintain effective collaboration with fellow Assistants.
• Coordinate and oversee memberships and affiliations for the CEO, CCO, and GC.
• Assist with tax payments for the CEO, CCO, and GC.
• Undertake any additional responsibilities as assigned.

Requirements

• Within two to five years in an Executive Assistant or similar role for multinational firms.
• Maintain strict confidentiality with good work ethic and morals, and exercise good judgment.
• Strong verbal and written communication skills.
• Outstanding attention to detail.
• Able to work under pressure in a fast-paced environment.
• Approachable and calm, with strong interpersonal skills.
• Proficiency with Microsoft Office suite (including Outlook, Word)
• Undergraduates or above.
• Fluent in Mandarin speaking; English and Chinese Word Processing.

#Mandarin #Putonghua #Executive Assistant #Personal Assistant #Executive Secretary #Chinese word processing