Executive Secretary

Job Summary

We are seeking a highly organised and proactive Executive Secretary to provide comprehensive administrative support to the Head of Capital Markets Products & Solutions (CMPS) Hong Kong and the broader leadership team. The role will be responsible for managing schedules and meetings, coordinating travel and logistics, supporting internal and client events, preparing and reviewing reports in line with bank policies, and assisting with team administration, procurement, IT and system-related requests. The successful candidate will work closely with internal support functions and other teams to ensure smooth day-to-day business operations and effective coordination across the team.

Key Responsibilities

• Provide executive, administrative and business support to the Head of Capital Markets Products & Solutions (CMPS) Hong Kong and the broader leadership team.
• Manage complex diary scheduling, meeting coordination, venue booking, meeting setup and related logistics to support effective business operations.
• Coordinate travel arrangements and logistics through approved agencies, ensuring compliance with internal policies and approval requirements.
• Prepare, review and process Gift and Entertainment (G&E) reports, ensuring supporting documents are complete and aligned with the Bank’s policies and procedures.
• Keep team members informed of relevant policy requirements, process updates and compliance expectations related to expenses, travel and administration.
• Support client events, internal meetings, business reviews, town halls and departmental activities, including invitations, coordination and administration.
• Act as a key liaison point with internal stakeholders, support functions and other teams to facilitate smooth coordination and timely follow-up.
• Handle confidential documents, correspondence and sensitive business information in a professional and appropriate manner.
• Support team administration matters including onboarding and offboarding coordination, leave tracking, staff movements, training administration and maintenance of team records.
• Manage administrative processes including IT and system access requests, procurement approvals, invoice processing, office supplies, facilities matters and ad hoc tasks as required.

Ideal Candidate

•    Bachelor's degree or equivalent practical experience
•    5-8 years' experience in executive support, team coordination or administrative management, preferably within banking, financial services or a multinational corporate environment
•    Strong organisational, prioritisation and multitasking capabilities
•    Demonstrate professionalism and able to handle sensitive matters in a tactful manner
•    Able and willing to work under tight schedule and delivery requirements
•    Demonstrated experience supporting senior executives and leadership teams
•    Strong team player with interpersonal skills to deal with all levels
•    Good communicator with fluency in Cantonese, English and Mandarin
•    Proficiency in Microsoft Office Suite and collaboration tools