Executive Assistant managing calendars and communications for COO and CIO at tonies. Coordinating meetings, travel, and strategic initiatives within a dynamic international environment.
About the role
- Assistant supporting COO at Allianz Global Investors in Hong Kong with administrative and logistic tasks. Collaborating with global teams and managing complex calendars and travel arrangements.
Responsibilities
- Maintain Outlook calendars; Arrange internal & external appointments, meetings and offsite conferences
- Make travel arrangements, handle expenses reimbursements, prepare itineraries and maintain travel records
- Logistic arrangements for all visiting staff from Department function to Hong Kong such as access cards, temporary office room booking
- Take up administrative works such as on-boarding, off-boarding and logistic arrangements including IT related requisitions and applications
- Act as a gate keeper in ensuring team members are complying with the Company Travel and Entertainment Policy, in terms of travel requests and staff expense reimbursements
- Work with overseas colleagues from global and the region. Provide logistic and administrative supports to visitors
- Organise Team department offsite, Open Forums and In-house lunches for management
- Act as an internal liaison of Department staff, liaising with other functions in some aspects such as staff related activities
- Maintain email distribution lists (Team email distribution lists and AP All staff Distribution list
Requirements
- At least 5 years' secretarial experience in multinational firms, supporting senior management—ideally in asset management or banking.
- Finance and investment industry knowledge preferred.
- Proven Asia-Pacific market exposure; adept at working across countries, cultures, and time zones.
- Advanced skills in Microsoft Office/M365 (PowerPoint, Excel, Word, Teams, Outlook).
- Fluent in English, Cantonese, and Mandarin.
- Exceptional ability to anticipate executive needs, prioritize effectively, and operate with limited direction.
- Demonstrates strong business judgment and discretion with confidential and sensitive matters.
- Acts confidently as a trusted gatekeeper and ambassador for the COO’s office.
- Culturally fluent and comfortable navigating diverse APAC stakeholders.
- Highly organized, detail-oriented, and reliable.
- Manages complex diaries, travel, multiple workloads, and tight deadlines across time zones.
- Delivers high-quality results under pressure; proactive and resilient.
- Displays professionalism, integrity, accountability, flexibility, and adaptability.
- Works well both independently and within teams across functions and locations.
- AI skills: ChatGPT, Microsoft Copilot
Benefits
- Balanced work environment: A dynamic office culture that supports flexibility and collaboration
- Secure your future: Access to pension, retirement, and/or savings plans as applicable to the work location
- Shared success: Company share purchasing plan
- Support for what matters: Mental health and wellbeing programs
- Investments in your career: Career opportunities within the entire Allianz Group
- Investments in your skills: Comprehensive learning and development offerings, including certifications and professional qualifications
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
Chief Operating Officer overseeing operational, governance, and financial architecture at the EMS Foundation. Leading high - impact initiatives in wildlife protection and human rights advocacy in South Africa.
Chief Operating Officer (COO) at carVertical driving performance management and operational efficiency. Overseeing processes and AI integration across the organization in a hybrid work environment.
Senior Information Technology Business Operations Chief of Staff supporting Boeing’s Digital and Product Development organization. Providing strategic leadership and operational oversight in a hybrid role.
Chief Operating Officer leading operations for BURGA, a fast - scaling e - commerce brand. Driving operational excellence and team collaboration as the company expands globally.
Bras droit de CEO/COO at Neosilver supporting operational and strategic initiatives. Collaborating across teams to enhance business development and administrative functions.
Chief Operating Officer overseeing operational strategies and multi - campus performance for creative education institution. Leading transformation and building operational excellence across various departments.
Risk Control Partner empowering teams to navigate risk and foster improvement at Rabobank. Guiding operational integration of risk management within the organization to achieve compliance and cultural ownership.
COO of Internal Audit providing operational leadership for a major financial group. Ensuring high - performance and transformation of Internal Audit processes.
Chief Operating Officer at Telos Health Systems responsible for operational excellence and national growth. Leading multi - site healthcare operations and ensuring high - quality clinical delivery.