Executive Assistant (Investment Team highly preferred)
July 7, 2018
Manage daily calendar for Managing Partner and ensure all necessary documents are prepared in advance for daily meetings. Planning and organising internal and external meetings, lunches, conference calls and video conference calls.
Screen all emails and electronically file as directed.
Screening all telephone calls in Managing Partner's absence, ensuring messages are relayed promptly, efficiently and accurately.
Handle personal work for Managing Partner as required and updating diary with personal events.
Ensure all expensed are processed in a timely and accurate manner.
Updating organisation charts on a regular basis.
Organising of Team and Company events, working with the company's office administration team
Greet clients in reception and escort them to and from the appropriate meeting rooms.
Deliver service with a personal and adaptable style relating to each individual client.
Build credible and positive relationships with clients.
Develop detailed knowledge of all VIP / regular clients.
Facilitate all business travel arrangements, using company travel agent, assisting with the procurement of foreign currency, preparing of itineraries as appropriate.
Offer assistance with business travel requirements such as car parking, book taxis, print off electronic boarding passes for flights, provide information on local amenities such as restaurants, hotels, place of interest, maps etc.
Offer assistance with travel requirements for the local and overseas team members (i.e. various travel visas and travel document applications)
Offer administrative support to the team in an efficient and professional manner.
Ensure the daily schedule of meetings and requirements are met and that a high standard of delivery is maintained.
Plan and provide appropriate 'in house' catering requirements by working closely with the office administration team
Pro-actively resolve logistical issues with regard to meeting rooms and escalate to appropriate personnel as necessary.
Significant previous experience working in a demanding personal assistant position for a senior executive is essential.
Friendly, confident and energetic.
Team worker, proactive and able to work well with other team assistants / office administrators.
Proven advanced IT skills and Microsoft Office skills.
High degree of professionalism, integrity, proven ability to work in complete confidence and operate with complete discretion at all times.
Excellent organisational skills, problem solving and time management to cope with an often fast-paced and demanding environment.
Able to work to tight deadlines and to manage the expectations of others effectively.
Able to deal with high volumes of work whilst maintaining high levels of accuracy with strong attention to detail.
Flexibility to work over and beyond 'job description'.
Be prepared to work outside normal business hours, if required.
Ability to relate to diverse people from various backgrounds.
Excellent written and verbal communication skills in English, Mandarin and Cantonese.