Virtual Executive Assistant

Industry: Interior Design and Furniture Supply
Employment Type: Part-Time, 8–12 hours per week
Work Arrangement: Fully Remote
Preferred Location: Southeast Asia
Time Zone: Hong Kong Time (UTC+8)
Schedule: Flexible, aside from pre-scheduled meetings

We are seeking a detail-oriented and highly organized Virtual Executive Assistant to support a Hong Kong-based interior designer and furniture supplier.

This role goes beyond traditional administrative support. You will act as a reliable right-hand person, helping manage spreadsheets, project documentation, files, meetings, travel arrangements, and day-to-day operations. Your support will allow the business owner to focus on creative work, clients, and business development.

The ideal candidate is proactive, dependable, and comfortable working independently. You should be able to take ownership of tasks, follow through without constant supervision, and identify what needs to be done before being asked.

• Update and maintain spreadsheets for budgets, invoices, expenses, vendor payments, and other financial records.
• Ensure information is accurate, properly formatted, and kept up to date.
• Follow up on missing information or documentation when needed.

• Draft, update, and format product specifications and project schedules using provided templates and examples.
• Work with documentation covering material finishes, furniture, sanitaryware, hardware, lighting, artwork, and other interior architecture-related items.
• Review documents for accuracy, consistency, formatting, and written English.
• Maintain proper file naming, organization, and version control across Google Drive and Dropbox.

• Attend selected client and team meetings when required.
• Prepare clear, action-oriented meeting minutes and track follow-up items.
• Assist with calendar coordination and help prevent scheduling conflicts.
• Monitor deadlines, outstanding tasks, and required follow-ups.
• Handle general administrative and operational tasks as needed.

• Occasionally assist with business or personal travel arrangements.
• Research and book flights, accommodation, and transportation.
• Prepare clear and practical travel itineraries.

• Advanced Excel Skills: You can create, update, organize, and format spreadsheets accurately and efficiently.
• Strong Attention to Detail: You notice errors, inconsistencies, and missing information before they become problems.
• Proactive and Resourceful: You take initiative, follow through, and actively seek the information needed to complete your work.
• Highly Organized: You have reliable systems for managing documents, files, deadlines, and priorities.
• Dependable and Responsive: You communicate promptly and provide updates without needing to be chased.
• Process-Minded: You enjoy improving workflows, creating order, and identifying more efficient ways of working.
• Independent: You are comfortable working remotely, managing your time, and completing tasks with minimal supervision.
• Strong Written English: You can prepare clear, polished, and professional documents and correspondence.

• Diploma or bachelor's degree in Business Administration, Accounting, Interior Design, Architecture, or a related field.
• At least 2–3 years of relevant experience in executive assistance, administration, operations, accounting support, or project coordination.
• Advanced proficiency in Microsoft Excel and the Microsoft Office Suite.
• Experience using Google Drive, Dropbox, or similar document management platforms.
• Experience in interior design, architecture, furniture supply, construction, or another fast-paced creative industry is preferred but not required.
• Professional working proficiency in spoken and written English.
• Mandarin language skills are an advantage but not required.