Associate, Relationship Management (f/m/d)

Field of Activity

The Office Manager & Executive Assistant to the Regional Head of North Asia will provide comprehensive administrative, executive support, and office management functions to ensure seamless operations within the Hong Kong office. This multi-function role requires a highly organized, detail-oriented professional with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.

Your Responsibilities:

• Oversee office expense payments, petty cash, and general expense reporting
• Review, screen, and process vendor invoices for payment
• Review Hong Kong staff Concur expense reports and support internal audit activities
• Manage office insurance policies and coordinate supplier contract renewals
• Ensure office licenses and regulatory requirements remain up-to-date and compliant
• Liaise with local regulators and internal compliance teams, prepare regulatory reports, and oversee statutory and regulatory filings
• File Annual Returns and document changes in the Board of Directors
• Coordinate with Boards and Committees regarding signature lists, authorized signatories for our HK entity, and documents requiring management’s approval
• ⁠Maintain and update the URP (unit recovery plan) for the office
• Maintain office policies and procedures, updating as needed
• Plan and execute internal and external events, including birthday celebrations, team events, Chinese New Year luncheon, and Senior Management visits
• Provide backup support for Admin Executive
• Assist with visitor management, including welcoming guests and arranging hospitality
• Maintain records of staff annual leave, sick leave, and work-from-home arrangements
• Collaborate with Internal Communications and Corporate Engagement teams on HK office initiatives and employee engagement activities
• Coordinate external training programs for HK staff
• Assist with special projects and ad-hoc assignments as directed by senior management
• Support the senior management team with any other administrative needs as required

Our Requirements:

• Minimum 5 years of experience in a combined office management and executive assistance
• Proven experience supporting senior executives in a corporate or financial services environment
• Strong proficiency in Microsoft Office and Concur expense management system
• Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong written and verbal communication skills in English, Cantonese, and Mandarin
• High level of discretion, integrity, and professionalism, with the ability to handle confidential information appropriately
• Proactive, resourceful, and able to anticipate needs and solve problems independently
• Flexible and adaptable, with the ability to manage changing priorities in a fast-paced environment
• Able to work effectively both independently and as part of a team
• Demonstrated ability to manage multiple tasks and priorities effectively

Location: Hong Kong