Executive Assistant

This is a fully remote position, open to applicants in Hong Kong.

📋 Description

• Update and manage spreadsheets for budgets, invoices, expenses, vendor payments, and various financial records.

• Ensure that financial information is precise, correctly formatted, and current.

• Follow up on any missing information or documentation.

• Draft, revise, and format product specifications and project timelines using provided templates and examples.

• Collaborate on documentation related to material finishes, furniture, sanitaryware, hardware, lighting, artwork, and other aspects of interior architecture.

• Review documents for accuracy, consistency, formatting, and written English.

• Maintain file naming conventions, organization, and version control across Google Drive and Dropbox.

• Attend selected client and team meetings as necessary.

• Prepare actionable meeting minutes and monitor follow-up items.

• Assist with calendar management and help avoid scheduling conflicts.

• Monitor deadlines, outstanding tasks, and necessary follow-ups.

• Manage general administrative and operational tasks.

• Research and arrange flights, accommodations, and transportation.

• Create clear and practical travel itineraries.

• Support a Hong Kong-based interior designer and furniture supplier with daily operations, documentation, meetings, travel, and administrative tasks.

⛳️ Requirements

• Diploma or bachelor's degree in Business Administration, Accounting, Interior Design, Architecture, or a related field.

• A minimum of 2–3 years of relevant experience in executive assistance, administration, operations, accounting support, or project coordination.

• Advanced proficiency in Microsoft Excel and the Microsoft Office Suite.

• Experience with Google Drive, Dropbox, or similar document management systems.

• Experience in interior design, architecture, furniture supply, construction, or another fast-paced creative industry is preferred but not essential.

• Professional working proficiency in both spoken and written English.

• Mandarin language skills are a plus, although not required.

• Ability to work autonomously and manage time remotely with minimal supervision.

• Strong written English skills and the ability to create clear, polished, and professional documents and correspondence.

• Excellent attention to detail, organization, responsiveness, resourcefulness, and a process-oriented mindset.

🏝️ Benefits

• Flexible schedule aligned with preferred working hours, assuming deadlines are met and availability is maintained for pre-scheduled meetings.

• Part-time hours of approximately 8–12 hours per week.

• Fully remote work from any location in Southeast Asia.

• Minimal meetings: one 30-minute weekly catch-up plus occasional project or client meetings.

• Independent working environment without micromanagement.

• International exposure while working with clients, suppliers, and vendors across Hong Kong, China, Southeast Asia, Australia, New Zealand, and the United States.

• One-month probationary period.