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Executive Assistant job in China

Full time Job 


Hong Kong - 8 Finance Street, Two IFC, 57/F, Suites 5712-13

Business - Brookfield Oaktree Wealth Solutions

Brookfield Asset Management, a leading global alternative asset manager, has an exemplary 100+ year history of owning and operating real assets and related businesses. In 2019, Brookfield acquired a majority interest in Oaktree Capital, a leader among global investment managers specializing in credit and other alternative investments. Together, Brookfield and Oaktree share a long-term, value-driven, contrarian investment style, focusing on sectors in which their in-depth operating experience and market knowledge provide a competitive advantage.

Brookfield Oaktree Wealth Solutions is a newly created entity serving the global wealth management channel, delivering the strength and expertise of Brookfield and Oaktree across private and public funds. The business unit is dedicated to effectively supporting the financial intermediary community and bringing timely & unique solutions to market with the individual investor in mind.

Brookfield Culture

Brookfield has a unique and dynamic culture.  We seek team members who have a long-term focus and whose values align with our Attributes of a Brookfield Leader:  Entrepreneurial, Collaborative and Disciplined.  Brookfield is committed to the development of our people through challenging work assignments and exposure to diverse businesses.

Job Description

About the role

The Executive Assistant will provide day to day administrative support to the Reinsurance Group, Private Wealth division (BOWS) and Private Funds Group in Hong Kong.

Responsible for:

Delivery of proactive secretarial support in order to manage the day- to-day requirements, including:

* Provide executive assistance support to the Reinsurance Group, Private Wealth and Private Funds Group in Hong Kong and Beijing including the client relationship managers and the client service and project management team.

* Diary management for nominated team members including meeting room bookings, teleconference set up, catering, conferences, and events.

* Managing MS Office Calendars by creating invites, responding to invitation requests, coordinating with other Global EA’s and key internal and external stakeholders in a timely manner.

* Partner with CRMs to ensure pre-briefing notes and materials are ready prior to client meetings, prepare packs.

* Preparation of PowerPoint presentations as required.

* Maintain and update client and contact databases including Salesforce contact list entry and Outlook contact database, as required.

* Managing general expense claims for team members through Concur.

* Process AMEX card applications for new hires and input cash claim expenses to Concur, ensuring they are paid timely.

* Scanning business cards for entry into Microsoft outlook and entry into salesforce.

* Manage end to end travel including flights, visa, documentations, hotels, transportation expense claims.

* Photo copying/printing/binding of documents, as required by team members.

* Document management including printing of documents, creating and maintaining effective filing and archiving process.

* Conference registration management.

* Roadshow itinerary and briefing package compilation.

* Roadshow and seminar / webinar logistic support.

* Support the onboarding for new starters, conducting new starter orientation for these individuals.

* Support offboarding for employees including IT access switch off, arranging return of company assets.

* Support and contribute to the APAC EA/Admin support network, attend monthly meetings and provide regional updates.

* Support and involvement in Brookfield Cares and Brookfield Women Network events for the Hong Kong office.

Report gifts & entertainment for the teams.

About you

* Business Administration Certificate or Equivalent.

* Fluency in English, Mandarin.

* 8+ years’ experience in an office/corporate environment supporting senior management.

* Ideally experience working in an international organisation and team including willingness to work inconsistent hours including late nights due to global organisation.

* Demonstrate skills to be able to work in a high pressure, highly demanding, changing working environment.

* Respect for privacy and confidentiality.

* Experienced in using Microsoft Office products including PowerPoint, Microsoft Word, Microsoft Excel and Microsoft Outlook, Visio.

* Strong organisational skills.

* High attention to detail.

* Ability to:

                      > Work independently.

                      > Prioritise tasks.

                       > Communicate effectively and.  confidently with all members of the team

                      > Adapt to change in arrangements.

                        > Interact at all levels within the organisation and external contacts.

* Friendly, outgoing and helpful attitude who can adapt to working with a variety of personalities within the team.

* Shares information with team members in a clear and concise manner.

* Able to develop a strong internal/external network.

* Proactively seeks opportunities to get involved in more challenging projects.

* Ability to multi-task and work in a very fast-paced and team- oriented environment.

* Excellent interpersonal, analytical, and creative problem-solving ability.

* Strong written and verbal communication skills including preparation and delivery of presentations.

* Self-motivated and proactive, both with respect to managing workload and own professional development.

Brookfield is committed to maintaining a Positive Work Environment that is safe and respectful; our shared success depends on it.  Accordingly, we do not tolerate workplace discrimination, violence or harassment.

We are proud to create a diverse environment and are proud to be an equal opportunity employer. We are grateful for your interest in this position, however, only candidates selected for pre-screening will be contacted.


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