Personal Assistant | Hong Kong, HK

Optimas Capital • Full Time • Hong Kong, Hong Kong, HK • 2d ago

We are an exciting, fast-growing hedge fund that is reshaping the investment landscape with innovation, agility, and performance. We are seeking a highly professional, self-driven individual with strong multitasking skills, organised and discreet Personal Assistant based in Hong Kong to provide comprehensive personal, administrative and lifestyle support to the Partners and their families.

This role is based in Hong Kong. The successful candidate will be highly dependable, detail-oriented and proactive, with the ability to manage multiple responsibilities efficiently and maintain a high level of confidentiality. The role requires flexibility, sound judgement and the ability to respond effectively to changing priorities and ad-hoc requirements.

Key Responsibilities:

Travel & Lifestyle Management

• Manage all domestic and international travel arrangements:

Flight bookings and itinerary planning

-Hotel reservations

-Airport transfers and ground transportation

-Travel insurance

-Visa and travel documentation where required

• Research, evaluate and compare travel options, pricing and services to identify the most suitable and cost-effective arrangements. • Coordinate travel schedules and ensure all arrangements are accurately documented and communicated. • Manage last-minute changes, cancellations and urgent travel requirements efficiently.

Property Management

• Coordinate the day-to-day administration and management of property including investment properties. • Liaise with local and overseas property agents • Arrange repairs, maintenance, inspections, renovations and other property-related matters. • Monitor property-related bills, contracts, renewals and documentation. • Follow up on outstanding issues and ensure matters are resolved promptly. • Handle all overseas income tax return filing

Expenses & Financial Administration

• Prepare, organise and submit travel and other relevant expense claims in a timely and accurate manner. • Maintain proper records of receipts, invoices and supporting documentation. • Monitor and coordinate payment of personal expenses, bills and service charges as required. • Conduct cost comparisons and assist in ensuring value for money across purchases, bookings and services.

Administration and General Support & Coordination

• Manage personal appointments, schedules and commitments. • Handle mobile phone, telecommunications, utilities and other household or personal accounts. • Arrange bill payments, renewals, account administration and service requests. • Coordinate all insurance matters and submit insurance claims • Maintain organised records of important personal documents, contracts and accounts including renewing visas, passports, driving licenses etc • Act as a trusted point of contact between Partners, family members, service providers, vendors and other relevant parties. • Handle confidential personal and family matters with the highest level of discretion and professionalism. • Undertake other personal, administrative and ad-hoc responsibilities as required.

Requirements:

• Previous experience as a Personal Assistant, Executive Assistant, Private PA, Family Assistant or similar role is strongly preferred. • Hong Kong-based, with good knowledge of local services, suppliers and practical arrangements. • Good written and spoken English and Chinese (Mandarin and Cantonese) • Able to manage confidential and sensitive information appropriately. • Excellent organisational and time-management skills, with strong attention to detail. • Proactive, resourceful and solutions-oriented, with the ability to anticipate requirements and resolve issues timely and independently. • Mature, trustworthy and highly discreet, with excellent judgement and a strong sense of responsibility. • Flexibility in adjusting working hours necessary to accommodate schedules on urgent.

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