Executive Assistant (Capital Strategy), Administration

Job Responsibilities

• Coordinate executive communications with internal and external parties including handling calls, responding to emails, providing logistical support for all meetings
• Calendar management – including scheduling and prioritizing meetings and calls with investors, external counterparties and across offices, to ensure smooth co-ordination of appointments and activities
• Arrange travel, including visa applications, travel bookings, expense claims, maintaining travel records, preparing itineraries, and managing meeting schedules for overseas trips
• Support executives with expense management using the Concur system
• Maintain the Investor Relations CRM, including updating contact details, distribution lists, logging meetings and calls, and follow-up actions
• Assist in maintaining and updating Investor Relations marketing collateral (presentations, factsheets and related materials) as required, co-ordinating with internal stakeholders to ensure content is current and accurate
• Organize corporate and investor-related events including those that may take place outside of the office, such as investor relations meetings, offsite and investor events
• Handle general office administration as needed, including ordering and replenishing stationery and pantry supplies (sourcing, issuing POs and invoice settlement), and coordinating maintenance of office facilities, equipment, and furniture
• Perform ad-hoc projects and tasks as required

Requirements

• Minimum 5 years of relevant experience in office administration and/or executive assistant roles, preferably with a financial institution or investment / asset management environment
• Strong proficiency in MS Office applications, particularly Outlook, Word, Excel, and Powerpoint (for itineraries, schedules and business meetings)
• Highly self-motivated, proactive, organized, detail-oriented and efficient, with the ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Comfortable working with CRM or database systems; willing to learn new tools and processes as needed
• Flexible, willing to learn and comfortable taking on a variety of new responsibilities
• Team player with strong communication and interpersonal skills, a self-starter and quick-learner

Why join us?

• Prime Location: You'll work full time from our centrally located office space in the heart of Hong Kong
• High-Growth: We have a team of highly ambitious professionals with a strong desire to learn and develop their skills.
• Equal opportunity employer: We celebrate diversity and are committed to creating an inclusive environment for all employees.
• Global exposure: With six offices and three affiliate offices around the region, Polymer teams work together to solve meaningful problems at scale.
• Dynamic and Collaborative Environment: Opportunity to work with industry leaders and experts to engage in exciting projects and fulfilling challenges.

Some Of Our Benefits

• Paid Annual Leave
• Medical Group Insurance
• In-built Gym facility
• DEI and Philanthropy Initiatives
• Professional Learning & Development Opportunities