Executive Secretary (C-Suite)

Job Description

Key Responsibilities / Duties:

• Manage complex calendars and time management across multiple time zones, using sound judgement to resolve conflicts, prioritize business-critical engagements and protect time for strategic priorities.

• Plan and coordinate complex domestic and international travel, including flights, accommodation, ground transportation, visas, detailed itineraries and contingency arrangements, while maintaining confidentiality and traveler wellbeing.

• Communicate SMD’s views and messages accurately and confidentially to all internal and external stakeholders.

• Coordinate relevant regional meetings, forums and key events—including board and client meetings—in close partnership with the Asia Pacific CAO team. Manage end-to-end logistics, including agendas, materials, participants and follow-up, and liaise with stakeholders to ensure smooth execution.

• Maintain confidential files and exercise judgement regarding the release of sensitive information related to major business matters, clients and employees.

• Prepare, review and reconcile expenses, invoices and related documentation in accordance with company policy, budget controls and compliance requirements.
• Assist senior-level visitors and manage the SMD’s personal administrative matters as needed.
• Support the appropriate handling and escalation of urgent, sensitive or reputational matters, while maintaining relevant Legal and Compliance records, including applicable holdings reports, in line with established controls, approval processes and company policies.

• Serve as the primary point of contact for local corporate hotel liaison, managing hotel relationships, coordinating accommodation requirements, and supporting corporate rates, bookings and related arrangements, and providing regular updates to the Global Travel Team on hotel performance, service issues and other relevant matters.

• Provide administrative support for the Asia Pacific CAO team as needed.

• Participate in Monthly Global EAs forum and act as a representative for Asia Pacific

Work Experience/Knowledge:

• Extensive experience as an Executive Secretary, Executive Assistant or Personal Assistant supporting a chief executive or comparable senior leader in a complex international organization.
• Proven ability to work independently, manage complex priorities and deliver high-quality work with minimal instruction.

• Strong understanding of executive-office operations and experience interacting with senior management, critical business clients and VIPs.

• Demonstrated experience handling highly confidential, sensitive and business-critical information with integrity and discretion.

• Proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint and Forms, with the ability to adopt new digital tools and working practices.

• Demonstrated ability to be a collaborative team player and work effectively with colleagues and stakeholders across the wider group.

Formal Education:

• Degree holder; or
• Diploma or higher qualification in business administration, secretarial studies or a related discipline with equivalent relevant experience.

Skills/Competencies/Attributes:

• Excellent executive support, service delivery and administration skills, with consistently high professional standards.
• Strong interpersonal and communication skills, with confidence and tact to engage effectively with senior leaders, clients, VIPs, visitors and cross-functional teams across geographies

• Outstanding organization, forward planning and prioritization skills, with the ability to remain calm, resilience and composed while managing competing deadlines, changing priorities and urgent requests.

• Strong judgement, discretion and integrity, with a thorough understanding of confidentiality, information sensitivity, risk and compliance expectations.

• Collaborative, dependable and adaptable, with the ability to work independently, exercise initiative and take ownership from planning through completion as part of the Asia Pacific Management team.

• Strong digital fluency, including advanced use of Microsoft 365, virtual collaboration platforms and modern productivity tools.

Language:

• Excellent spoken and written English, Cantonese and Mandarin

Full Time / Part Time

Full time

Worker Type

Employee

Job Exempt (Yes / No)

Yes

Workplace Model

At Invesco, our workplace model supports our culture and meets the needs of our clients while providing flexibility our employees value. As a full-time employee, compliance with the workplace policy means working with your direct manager to create a schedule where you will work in your designated office at least four days a week, with one day working outside an Invesco office.

Invesco's culture of inclusivity and its commitment to diversity in the workplace are demonstrated through our people practices. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, gender, gender identity, sexual orientation, marital status, national origin, citizenship status, disability, age, or veteran status. Our equal opportunity employment efforts comply with all applicable local laws governing non-discrimination in employment.

Personal data provided by job applicants will be used strictly in accordance with our personal data policy and for recruitment purposes only. Candidates not notified within twelve weeks may consider their application unsuccessful. All related information will be kept in our file for future recruitment purposes. When there are vacancies in our subsidiary or associate companies, we may transfer the application to them for consideration of employment. Under the Personal Data (Privacy) Ordinance, job applicants have a right to request access to, and to request correction of, Personal Data in relation to the application. If job applicants wish to exercise these rights, they should contact the Human Resources department.