Overview

Our client is looking for an experienced Senior Executive Assistant to become a trusted, proactive support partner to a founder managing a growing children’s sports business, regional expansion across Asia, and other business projects. In this role, you will give the executive back time and ensure each day runs smoothly by taking full ownership of calendar management, correspondence, travel planning, meeting preparation, invoicing, and expense tracking. The ideal candidate anticipates needs, exercises sound judgment, and follows through seamlessly without repeated reminders.

Schedule:

• Monday to Friday, 9:00 AM–1:00 PM Hong Kong time (GMT+8)
• Note: Temporary schedule adjustment from 5–24 November 2026 to align with the executive’s US working day.

Responsibilities

Calendar, Email and Executive Organisation

• Move the executive’s existing paper diary into Outlook and maintain an accurate, organised calendar.
• Book, confirm and reschedule meetings across multiple time zones.
• Manage scheduling correspondence and routine email within agreed guidelines.
• Anticipate conflicts, allow realistic travel and preparation time, and resolve scheduling issues proactively.
• Maintain a running list of commitments, outstanding actions and follow-ups.
• Keep the executive informed of priorities and decisions requiring attention.

Travel Planning and Itinerary Coordination

• Research flights, accommodation and ground transport for multi-city business trips, particularly across Asia.
• Present two to three suitable options with clear costs and direct booking links for the executive’s selection and payment.
• Build complete itineraries with confirmed meetings, booking details, transport arrangements and realistic journey times.
• Identify a convenient gym near the executive’s accommodation and optional local activities where time allows.
• Update arrangements promptly when plans change and communicate the impact clearly.
• Make direct bookings only when authorised and within any agreed spending cap.

Contact Research, Correspondence and Meeting Preparation

• Research relevant people and organisations in upcoming destinations, including schools, education providers, sports organisations, rugby clubs and potential partners or franchisees.
• Use AI-assisted research tools to support research, checking the accuracy and relevance of information before using it.
• Prepare personalised introductory emails and meeting requests on the executive’s behalf, following agreed messaging and approval rules.
• Follow up on meeting requests and coordinate availability with contacts.
• Build productive schedules around the executive’s priorities, potentially including up to eight meetings in a day where timing and travel logistics allow.
• Prepare concise briefs covering who each contact is, what the organisation does, why the meeting matters and the intended outcome.

Invoicing and Expense Administration

• Prepare and send invoices across the executive’s projects.
• Follow up professionally on overdue payments.
• Maintain accurate travel expense records and supporting receipts.
• Prepare a monthly expense report with costs broken down by trip.
• Flag missing receipts, unusual charges and discrepancies promptly.

Systems and Process Improvement

• Create practical Google Sheets trackers and organised Google Drive records for travel, contacts, invoices and expenses.
• Keep contact information, meeting statuses and next actions up to date.
• Document recurring processes so they can be followed consistently as the role grows.
• Identify ways to simplify administrative work and reduce the executive’s involvement in routine tasks.

Requirements

• Proven experience as an Executive Assistant or Personal Assistant supporting a founder, executive, or business owner; approximately 4 or more years is a useful guide.
• Experience taking ownership of calendars, correspondence and follow-ups across multiple time zones.
• Experience planning multi-city business travel, ideally across Asia.
• Strong research skills and experience preparing contact briefs, introductory correspondence or meeting requests on an executive’s behalf.
• Excellent written English, with a warm, professional tone.
• Proficiency with Outlook and Google Workspace, particularly Google Sheets and Drive.
• Confidence using AI research tools, such as Claude, while checking information carefully and exercising discretion.
• Strong initiative and judgment: able to act on routine work and recognise when approval is needed.
• High attention to detail, fast turnaround and reliable follow-through.
• Discretion with personal, commercial and financial information.
• Availability for the fixed Hong Kong-time schedule and the temporary US-aligned hours from 5–24 November 2026.
• Interest in growing from part-time to full-time as the role develops.

Nice to Have

• Experience supporting an executive across several businesses or projects.
• Background in sports, education or franchise businesses.
• Experience establishing calendar, travel or expense systems from scratch.
• Experience coordinating introductory outreach to potential business contacts.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring

Note

Please click the "APPLY" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.