Associate Secretarial Services

Company Introduction:

We’re home to Asia's most dynamic and vibrant capital markets.
Connecting capital, ideas, inspiration and innovation for deeper, more diverse and liquid global capital markets; providing greater choice and opportunity for our customers, each and every day.

HKEX is a purpose-driven company. Our commitment to the long-term development of our business and our markets is articulated in our purpose: "To Connect, Promote and Progress our Markets and the Communities they support for the prosperity of all."

Job Summary:

Working in the HKEX Secretarial Services Department, the role will play a critical part in providing professional secretarial and administrative support to the Group Company Secretary. Our ideal team member will be a proactive individual with the knowledge and confidence to handle and drive operational tasks.

Job Duties:

• Maintenance of professional relationships ranging from specific focus on senior stakeholders (i.e. board of directors and advisors) to regulatory bodies / professional intermediaries (i.e. Securities and Futures Commission, Companies Registry) and service providers (i.e. law and professional firms, auditors, and share registrars)
• Driving the implementation of board (including subsidiaries) meeting and all initiatives / events, ranging from meeting / events preparation, logistics to senior stakeholder coordination.
• Providence of administrative support on the departmental management of the comprehensive company secretarial matters for the Listed company and its subsidiaries including the coordination and issuance of periodic (i.e. interim and annual) announcements and relevant regulatory-related announcements.
• Providence of administrative support on the departmental management of the statutory records and governance-related registers to support the Secretarial Services’ operational functions.
• Manage the senior executive’s calendar, arrange appointments, and resolve scheduling conflicts in line with agreed priorities.
• Coordinate internal and external meetings, including invitations, agendas, meeting materials, rooms, and virtual meeting arrangements.
• Record and circulate meeting minutes, maintain action lists, and follow up with responsible parties on agreed deadlines as and when required.
• Prepare, proofread, and format correspondence, reports, presentations, and other documents for the management and the department.
• Screen and route calls, emails, and requests; respond to routine enquiries within delegated authority and escalate matters requiring the senior executive’s attention.
• Arrange business travel, accommodation, and itineraries, and coordinate changes when required.
• Prepare expense claims and supporting documentation, and coordinate invoice processing in accordance with company procedures.
• Maintain accurate filing systems, contact lists, and document records, with appropriate access controls for confidential information.
• Support executive events and administrative assignments, and identify practical improvements to office workflows.

Requirements:

The ideal candidate for this role should possess the following attributes:

• Bachelor's degree or above, with relevant qualifications in business administration, secretarial studies, or equivalent practical experience.

• At least 10 years of relevant secretarial or administrative experience, including experience supporting senior executives.
• Proficiency in word processing, spreadsheets, presentation preparation, email, and calendar management.
• Excellent communication skills and competence in both verbal and written Chinese (Putonghua) and English.
• Experience coordinating meetings, travel arrangements, document preparation, and administrative follow-up.

HKEX is committed as an Equal Opportunity Employer. Diversity is one of our core values and we look to support, respect diverse perspectives, abilities, culture and experiences within our workplace.

Location:

HK-ONE ES 48/F

Shift:

Standard - 40 Hours (Hong Kong SAR)

Scheduled Weekly Hours:

40

Worker Type:

Permanent