E&K Academia

Location: Hong Kong

Department: Executive Office

Reports To: Chief Executive Officer (CEO)

Purpose of the Role:

The Executive Assistant serves as the key administrative and operational support to the CEO and the executive leadership team. This role ensures the smooth functioning of the Executive Office by managing schedules, communication, documentation, and coordination across departments. The Executive Assistant plays a pivotal role in facilitating decision-making processes, maintaining organizational efficiency, and upholding a professional, efficient, and responsive executive environment.

Key Responsibilities:

1. Executive and Administrative Support
   • Provide comprehensive administrative assistance to the CEO and Chief Officers, including calendar management, travel arrangements, meeting coordination, and correspondence.
   • Draft, review, and prepare reports, presentations, letters, and internal communications.
   • Handle confidential and sensitive information with discretion and professionalism.
   • Serve as the first point of contact for internal and external stakeholders seeking access to the CEO or executive team.
2. Meeting and Event Coordination
   • Organize and manage executive meetings, board meetings, and strategic planning meetings — including agenda preparation, minute taking, and follow-up on action items.
   • Coordinate logistics for institutional events, leadership retreats, conferences, and any business functions.
   • Ensure all relevant materials and briefing documents are prepared in advance of meetings.
3. Cross-Departmental Coordination
   • Support alignment and communication between the CEO, Chief Officers, and department heads.
   • Track progress of organizational initiatives and ensure timely reporting on deliverables.
   • Assist in project management, data collection, and the preparation of performance or progress reports.
4. Office Management and Organizational Support
   • Oversee administrative operations for the Executive Office, ensuring efficiency and organization.
   • Support internal communications, announcements, and special projects initiated by leadership.
   • Manage vendor relationships, budgets, and procurement related to executive and office activities.
5. Governance and Compliance Support
   • Prepare and maintain accurate documentation for board meetings and executive records.
   • Support compliance processes, policy documentation, and institutional governance requirements.

Qualifications:

• Education:
  • Bachelor’s degree in Business Administration, Education, Management, or a related field.
• Experience:
  • Minimum 5 years of experience in executive-level administrative support.
  • Demonstrated experience supporting senior executives or board-level leadership.
  • Proven ability to handle complex scheduling, document preparation, and cross-functional communication.
• Skills & Competencies:
  • Exceptional organizational and multitasking abilities.
  • Strong written and verbal communication skills in both English, Cantonese, and Mandarin.
  • Advanced proficiency in Microsoft Office Suite and collaboration tools (Google Workspace, Zoom, Asana, etc.).
  • High level of discretion, integrity, and professionalism.
  • Ability to work independently and under pressure while maintaining attention to detail.
  • Strong interpersonal skills with the ability to interact effectively at all levels of the organization.
• Personal Attributes:
  • Proactive, resourceful, and solution-oriented.
  • Collaborative team player with a positive and professional demeanor.
  • Committed to the mission, vision, and values of the organization and the advancement of education.
  • Flexible and adaptable in a dynamic, fast-paced environment.