Executive Assistant to Director, Hong Kong

Are you passionate about the environment? Are you looking for the next step in your executive assistant career? Do you want to work for an ethical company and help us drive environmental change? CDP are looking for an Executive Assistant (EA) to support CDP’s Hong Kong Director providing efficient and effective administrative support as well as supporting key members of the team.

As a EA you will be responsible for day to day administrative support across all areas for your Director including providing meeting administration where necessary. In addition to this you will also have the opportunity to get involved in research, internal communications work, project administration and process improvement.

Key tasks and responsibilities

• Providing proactive day to day support and diary management, email correspondence management and inbox prioritisation. This includes liaising with all relevant parties, arranging and administering meetings, and making relevant travel and accommodation arrangements.
• Organising and administering meetings, this may include but is not limited to:
  • Scheduling meetings at a time and date that is convenient to all parties. Work with your Director to agree and disseminate the agenda
  • Liaising with appropriate external contacts and internal teams
  • Booking rooms and organising and laying out refreshments
  • Collating, circulating and printing papers in advance of the meeting
  • Minuting the meeting and agreeing with chair before disseminating them (noting that some meetings may be confidential in nature.)
• Provide administrative support for the ELT member(s) direct reports as necessary
• Accurately draft and prepare presentations and reports. Ensure that all documents are formatted as per brand requirements and delivered in a timely manner.
• Research external meetings or conferences and brief the ELT member(s) on the organisations and people they will be meeting.
• Providing project administration support and manage sensitive pieces of work relating to the ELT
• Working closely with HR and your ELT member(s) around any recruitment/departure transitions/training needed within your team.

This role profile is not exhaustive and is subject to review in conjunction with the yearly performance review cycle. The precise description of your job may be varied from time to time and you may be required to carry out other duties as necessary to meet business needs

Required experience and skills:

Essential:

• Demonstrable experience of working with and supporting C-suite, senior manager or board member with at least a minimum of 4 years’ experience in a similar role, ideally in a medium or large size organisation
• Excellent communication skills, both verbal and written, especially with the confidence to arrange high-level meetings.
• Be efficient, with excellent attention to detail
• Great organisational skills with ability to manage own time and multitask
• Ability to work well and remain calm under pressure, especially in complex situations or uncertainty
• An understanding of the need for complete confidentiality and professionalism
• Demonstrate the ability to exercise compassion, empathy and assertiveness when situations demand.
• Strong IT skills including Microsoft Office Suite to include - Microsoft Word (including mail merge), Excel, Internet, PowerPoint
• Personable with the ability to build and maintain good relationships with all levels of staff

Desirable:

• Flexible approach to work
• Ability to work proactively with minimum supervision
• Willing to learn and deal with areas outside existing personal expertise
• Thrive on challenges and able to meet deadlines
• Have the ability to understand a broad range of business activities
• An interest in the environment, sustainability and our work
• Be a strong team player and show willing to support your EA team

This is a full time role based at our Hong Kong office. Flexibly to work from home should be agreed with the Director of Hong Kong.

Salary and benefits: salary is dependent on experience however our starting salary is HKD 300,000.00 per annum. As well as this we provide an annual discretionary bonus, 24 days holidays+ public holidays, the opportunity to work flexibly and many others. The candidate will work 5 days per week.

Applicants must be eligible to work legally in Hong Kong.