Executive Assistant & Office Coordinator

The 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.

• Support leaders with complex and frequently changing calendars

• Manage information flow as delegated, ensuring urgent matters are identified and routine matters are progressed efficiently

• Act as first point of contact for internal and external enquiries

• Monitor priorities, commitments and follow-up actions, flagging deadlines, dependencies and issues requiring attention

• Maintain confidential records

• Coordinate 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 teams

• Plan and support internal and external meetings and events

• Support the preparation of presentations, reports and other executive materials to a high standard

• Manage office facilities, meeting rooms and shared spaces to keep the workplace smooth and efficient

• Handle office maintenance issues and liaise with service companies and other external vendors to ensure service delivery and prompt resolution of problems

• Manage office supplies, monitoring stock levels and placing orders as needed

• Support onboarding activities, including workspace setup, access cards and basic office orientation

• Assist with internal communications related to office operations

• Organize visits and events for senior stakeholders such as clients, banks, advisers and regional colleagues

• Welcome visitors and arrange meeting logistics

• Organize local office events and activities

• Process expenses, invoices, purchase requests and administrative records accurately and in line with internal controls

• Track office-related invoices, service agreements and expenses

• Support internal teams with invoice submission and payment follow-up

• Partner with internal business teams across Hong Kong, APAC and global offices to coordinate schedules and deliver seamless support

• Liaise with office coordinators in other offices to share best practices, align processes and ensure consistent service across locations

• Identify opportunities to improve administrative processes, templates, tools and ways of working

• Diploma or Bachelor’s degree in Business Administration, Communications or a related discipline, or equivalent professional experience

• Minimum 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 environment

• Experience coordinating board, committee, or senior leadership meetings

• Excellent 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.