Executive Assistant & Office Coordinator

MISSIONThe jobholder will enable the smooth running of the MKS PAMP (Hong Kong) Limited office while supporting regional teams and strengthening collaboration across the Group’s international entities, and will serve as a trusted point of connection between offices, building strong working relationships across cultures, geographies and time zones to facilitate information sharing, align priorities and coordinate activities. They will anticipate needs and proactively manage calendars, communications, travel and meetings, ensuring a professional experience for visiting customers, colleagues and partners and fostering effective relationships with industry associations and external stakeholders to support the Group’s presence in the region.MAIN ACTIVITIES AND RESPONSIBILITIESProvide executive supportSupport leaders with complex and frequently changing calendarsManage information flow as delegated, ensuring urgent matters are identified and routine matters are progressed efficientlyAct as first point of contact for internal and external enquiriesMonitor priorities, commitments and follow-up actions, flagging deadlines, dependencies and issues requiring attentionMaintain confidential recordsOrganize travel, meetings and eventsCoordinate domestic and international travel, including itineraries, necessary visas, accommodation, ground transport, meeting logistics and contingency arrangements, in line with company policy and in collaboration with other administration teamsPlan and support internal and external meetings and eventsSupport the preparation of presentations, reports and other executive materials to a high standardCoordinate daily office operations across the APAC officesManage office facilities, meeting rooms and shared spaces to keep the workplace smooth and efficientHandle office maintenance issues and liaise with service companies and other external vendors to ensure service delivery and prompt resolution of problemsManage office supplies, monitoring stock levels and placing orders as neededSupport onboarding activities, including workspace setup, access cards and basic office orientationAssist with internal communications related to office operationsCoordinate visits and eventsOrganize visits and events for senior stakeholders such as clients, banks, advisers and regional colleaguesWelcome visitors and arrange meeting logisticsOrganize local office events and activitiesAdminister office finances and recordsProcess expenses, invoices, purchase requests and administrative records accurately and in line with internal controlsTrack office-related invoices, service agreements and expensesSupport internal teams with invoice submission and payment follow-upPartner with teams across officesPartner with internal business teams across Hong Kong, APAC and global offices to coordinate schedules and deliver seamless supportLiaise with office coordinators in other offices to share best practices, align processes and ensure consistent service across locationsIdentify opportunities to improve administrative processes, templates, tools and ways of workingREQUIRED EDUCATION AND EXPERIENCEDiploma or Bachelor’s degree in Business Administration, Communications or a related discipline, or equivalent professional experienceMinimum 5 years of experience as an executive assistant or in a senior administrative role in financial services, commodity trading, precious metals, professional services or another fast-paced international environmentExperience coordinating board, committee, or senior leadership meetingsQUALIFICATIONS AND SKILLSExcellent communication skills and high drive;Demonstrated discretion and respect for confidentiality;Sense of responsibility and initiative;Ability to work autonomously with limited supervision;Demonstrated track record of continuous improvement and innovative thinking both in approach and in practical effect;Resistance to stress and time pressure;Excellent interpersonal skills and customer orientation;Agile and flexible mindset, reactive to requests;Excellent organizational and coordination skills and attention to detail;Ability to work across multiple time zones and to interact with colleagues of diverse cultures; respect for diversity;Full professional proficiency in Office 365, digital tools and AI tools are required;Full professional proficiency in spoken and written English is required, as well as proficiency in Cantonese or Mandarin; knowledge of other languages is an asset.Hong Kong permanent resident, or holder of a valid Hong Kong work visa.