Executive Assistant (Hong Kong)

 Responsibilities will include, but are not limited to:

• Extensive calendar management and logistical coordination, working across multiple time zones on a global level.
• Arranging domestic and international travel, including hotel accommodations and car services, directions, etc.
• Preparing travel and expense reports, including the reconciliation of reimbursements.
• Coordinating meetings and travel with other assistants both internally and externally to ensure continuity in the planning.
• Managing correspondence and prioritizing information and correspondence, proactively responding whenever appropriate.
• Providing administrative coordination of team processes which includes data entry, calendar coordination and ensuring effective team communication.
• Actively tracking all interactions and populating attendee data into the firm’s client relationship management (CRM) database daily to keep records up to date.
• Running reports from Adams Street’s proprietary systems and entering data regarding client/prospect relationships into CRM (Salesforce) and internal proprietary data systems.
• Generating client-sensitive correspondence, including meeting notes, proofreading, and formatting memos/documentation according to company guidelines and checking for spelling and grammar accuracy prior to their distribution.
• Preparing and printing customized meeting materials for client meetings.
• Oversee the day-to-day running of the Hong Kong office, including general office upkeep, supplies, catering, and meeting rooms.
• Assist with other projects to include client related communication/reporting.
• Providing back-up as needed to other Adams Street Partners’ administrative professionals.

Required Skills:

We are requiring a service-oriented demeanor, strong organizational and multi-tasking skills, business acumen and the ability to work in a team environment. Candidates must have demonstrated experience in the above listed duties (in a professional services environment) but also possess:

• Bachelor’s degree with a proven record of academic success.
• 2-6 years of  relevant experience in executive assistance/office administration with a preference for at least two years of experience in a private equity or financial services environment.
• Demonstrated experience managing complex calendars, meeting coordination, travel arrangements, and expense administration.
• Commitment to anticipating needs and resolving issues while demonstrating a professional and service-oriented demeanor.
• Must have a respect for confidential information and a mature approach to all matters of discretion. 
• Desire to learn the context of the assignments and develop industry knowledge through exposure in the workplace.
• A professional presence with a customer-service orientation and effective communication skill.
• A highly motivated, self-starter with the ability to work independently within a team context.
• Strong software application skills, including expertise in MS Word, Excel, and PowerPoint, along with database experience.