Executive Assistant

Responsibilities:

• Coordinate daily activities for the Sales team by managing calendar invites, scheduling analyst marketing updates, and ensuring all appointments run smoothly.
• Arrange comprehensive travel itineraries for team members including booking flights, accommodation, visas, and other necessary logistics to facilitate seamless business trips.
• Process and submit travel and business expense claims with accuracy while adhering strictly to internal policies, maintaining meticulous records for audit purposes.
• Organise meeting logistics by sending invitations, arranging dial-ins or video links, preparing presentation materials, and ensuring all participants have what they need.
• Plan analyst lunches, client events, and conferences by managing venue bookings, catering arrangements, and overseeing all logistical details from start to finish.
• Monitor office supplies such as stationery and printed materials regularly to ensure resources are always available when needed.
• Maintain up-to-date client contact databases and distribution lists using CRM systems to support effective communication across teams.
• Collaborate with regional offices-especially the Hong Kong team-to synchronise schedules and coordinate logistics for cross-border meetings or events.
• Support ad hoc administrative tasks as required by the team to ensure smooth day-to-day operations in a dynamic environment.