About the roleJoin a global sourcing and supply chain organization that supports some of the world's most recognized retail brands. With a strong presence across Asia, Europe, and the Americas, this company is known for its collaborative culture, commitment to innovation, and people-first approach. Their Hong Kong office is seeking a proactive and detail-oriented Assistant to provide a high-level administrative support to the company's Chief Officers and supporting the Manager on various admin related projects. This role involves handling multiple executives' schedules, stakeholder and project management, handling confidential information in a timely and accurate manner, managing travel and facilitating internal and external communications.Key ResponsibilitiesManage multiple executive's appointments and schedules ensuring the best use of their time.Arrange and manage business trips, working closely with admin staff in other offices to ensure all elements are taken care of.Submit expense reports on behalf of the Senior ExecutivesAssist the account teams with any customer visits to the HK office, ensuring all logistics are taken care of. Update the office visitor system to keep track of who will be in the office and inform the Senior Executives accordingly.Prepare and own the travel schedule and agenda for Board meetings and Board member visits in Asia, making sure that everything is thoroughly planned and that the trip/visit runs smoothly.Work closely with the Corporate Communications Team to ensure the flow of internal communications related to the Senior ExecutivesAssist on and sometimes manage projects related to the Senior Executives and/or the Workplace Solutions function. This may include working closely with our Digital Team to ensure we are working as efficiently as possible with the digital tools we have available.Planning and running various sized events, alongside the Workplace Solutions Manager, including coordinating all necessary logistics.Handle ad-hoc admin tasks and support on projects related to the Senior Executives or the Workplace Solutions function.Handle confidential information in an appropriate manner.Key RequirementsExcellent organizational and time management skills.Strong communication skills. Both written and verbal English.Ability to deal comfortably with internal and external contacts at all levels, work without supervision and act using own initiative.Proficient in Microsoft Office Suite, and comfortable with learning new technologies. Knowledge of Workday and Jira would be a plus.Ability to be proactive, anticipate needs and think critically to offer solutions.Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, and external partners.Ability to work in a fast-paced, ever-changing environment.Job Code: SM/64268For further information, please kindly contact Shaleena Mulchandani or email your details across to sm@charlottefrank.comPersonal 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 PolicyPlease note that only shortlisted candidates will be contacted
