Executive Assistant to the CEO / Managing Director

The Managing Director / CEO of a fast growing vertically integrated E-commerce business that owns manufactures, markets and operates a wide range of exciting brands for the global watch and accessory market is seeking candidates for the position of Executive Assistant

About the Role

We’re looking for an exceptionally organized and proactive Executive Assistant who can help manage daily priorities, streamline workflows, and keep the leadership team on track. This role is ideal for someone with excellent communication skills, high attention to detail, and the ability to anticipate needs before they arise.

You’ll work closely with the CEO to manage schedules, coordinate across teams, and ensure nothing falls through the cracks. This is a hands-on role where curiosity, initiative, and strong follow-through are essential.

Key Responsibilities·                   

• Manage, organize, and update the Outlook calendar to ensure smooth scheduling of meetings, events, and deadlines.
• Proactively remind and follow up on commitments and key dates via WhatsApp, email, or in-person as needed.
• Prepare, edit, and format documents, spreadsheets, and presentations (MS Office, Google Workspace).
• Coordinate with different teams and departments to gather updates and provide the leadership team with an overview of ongoing activities.
• Handle urgent matters promptly, including occasional availability outside of standard working hours.
• Conduct research or quickly learn new topics relevant to the business to provide support in decision-making.
• Maintain confidentiality, professionalism, and discretion at all times.

Skills & Qualifications

• Absolute fluency in written and spoken English.
• A minimum of 3 years of previous experience in the same or similar area
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Drive).
• Excellent organizational skills, time management, and ability to prioritize multiple tasks.
• A proactive, detail-oriented, and disciplined approach to work.
• Strong interpersonal skills with the ability to work effectively across teams and build trust.
• Quick learner with curiosity to understand business operations and industry context.
• Flexibility to be available for urgent matters outside of office hours when required.

What We’re Looking For

• Someone who thrives on keeping things running smoothly and enjoys being the “go-to” person.
• A problem-solver who anticipates needs before they arise.
• A professional with clarity of thought, who can communicate information in a structured and actionable way.
• Someone curious and pro-active at all times.

The ideal candidate will provide top-level assistance for the Managing Director / CEO of a growing manufacturing, marketing / E-commerce business based in Hong Kong with offices overseas.

They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf.

Responsibilities

• Calendar management across weeks and months
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Filing and organisation of key management documents and projects
• Assisting with project management and internal office management

Qualifications

• Proficient in Microsoft Office suite -
• Bachelor's degree or equivalent experience
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills
• Fluency in written and spoken English is a must