Manager, Executive Support and Administration
About The Position
This role provides comprehensive, confidential, and proactive secretarial support to senior executives, including the Board Chairperson and C-suites. Responsibilities include managing complex calendars, scheduling, and prioritizing meetings, events, and travel arrangements. The role also involves developing and managing high-quality meeting agendas, briefing materials, correspondence, speeches, and presentation materials. The Manager will act as a key liaison between senior executives and internal/external stakeholders, support governance processes, and coordinate corporate events, visits, and key engagements. Additionally, the role oversees office administration for the San Tin Technopole, leading the establishment and management of administrative systems, policies, and procedures. This includes managing office facilities, procurement, vendor management, and general services, as well as collaborating with cross-functional teams on facilities management and handling ad hoc assignments with discretion.
Requirements
- Bachelor’s degree in Business Administration, Communications, Management or other related disciplines
- 10 years of relevant experience in office administration and/or executive support
- Proven experience supporting senior executives or C-suite leadership within a sizeable organization or MNC
- Strong organisational and multitasking skills, with the ability to manage priorities effectively in a fast-paced environment
- Highly detail-oriented, with strong sense of responsibility, discretion, and confidentiality
- Strong interpersonal and communication skills, with the ability to engage professionally with senior stakeholders
- A proactive team player with a positive attitude
- Good command of written and spoken English and Chinese (Cantonese and Putonghua)
Nice To Haves
- Proven experience in office setup, facilities management, and vendor coordination is an advantage
Responsibilities
- Provide comprehensive, confidential, and proactive secretarial support to the senior executives, including Board Chairperson and C-suites, including managing complex calendars, scheduling, and prioritising meetings, events, and travel arrangements
- Develop and manage high-quality meeting agendas, briefing materials, correspondence, speeches, and presentation materials with precision and attention to detail
- Act as key liaison between the senior executives and internal/external stakeholders, including government officials, board members, partners, and executives, ensuring effective communication and follow-through on key matters
- Support governance processes, ensuring proper documentation, record management, and administrative compliance
- Coordinate corporate events, visits, and key engagements, ensuring smooth execution and high standards of presentation
- Oversee the full spectrum of office administration to ensure smooth and efficient day-to-day operations of the San Tin Technopole
- Lead the establishment and management of administrative systems, policies, and procedures to support operational effectiveness
- Manage office facilities, procurement, vendor management, and general services to maintain a professional and well-functioning work environment
- Collaborate with cross-functional teams to support overall organisational facilities management
- Handle ad hoc assignments and confidential matters with discretion and professionalism
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What This Job Offers
Job Type
Full-time
Career Level
Manager
