Executive Assistant
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Job Description
Part-time remote executive assistant supporting a Hong Kong interior designer and furniture supplier. Managing Excel finance records, project documentation, meetings, deadlines, and travel arrangements.
Responsibilities:
- Update and maintain spreadsheets for budgets, invoices, expenses, vendor payments, and other financial records
- Ensure financial information is accurate, properly formatted, and up to date
- Follow up on missing information or documentation
- Draft, update, and format product specifications and project schedules using templates and examples
- Work with documentation for material finishes, furniture, sanitaryware, hardware, lighting, artwork, and other interior architecture-related items
- Review documents for accuracy, consistency, formatting, and written English
- Maintain file naming, organization, and version control across Google Drive and Dropbox
- Attend selected client and team meetings when required
- Prepare action-oriented meeting minutes and track follow-up items
- Assist with calendar coordination and prevent scheduling conflicts
- Monitor deadlines, outstanding tasks, and required follow-ups
- Handle general administrative and operational tasks
- Research and book flights, accommodation, and transportation
- Prepare clear and practical travel itineraries
- Support a Hong Kong-based interior designer and furniture supplier with day-to-day operations, documentation, meetings, travel, and administrative tasks
Requirements:
- Diploma or bachelor's degree in Business Administration, Accounting, Interior Design, Architecture, or a related field
- At least 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 using Google Drive, Dropbox, or similar document management platforms
- Experience in interior design, architecture, furniture supply, construction, or another fast-paced creative industry is preferred but not required
- Professional working proficiency in spoken and written English
- Mandarin language skills are an advantage but not required
- Ability to work independently and manage time remotely with minimal supervision
- Strong written English and ability to prepare clear, polished, professional documents and correspondence
- Strong attention to detail, organization, responsiveness, resourcefulness, and process-mindedness
Benefits:
- Flexible schedule around preferred working hours, provided 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 anywhere in Southeast Asia
- Minimal meetings: one 30-minute weekly catch-up plus occasional project or client meetings
- Independent working environment with no micromanagement
- International exposure working with clients, suppliers, and vendors across Hong Kong, China, Southeast Asia, Australia, New Zealand, and the United States
- One-month probationary period
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