Description

Department: CEO Office - Hong Kong

Reports to: CEO, Hong Kong

Location: Hong Kong

About the Role

We are seeking a highly organised, proactive PMO - not an IT project manager, but a commercial project assistant who can follow up relentlessly with senior stakeholders (both internal group executives and external partners like banks, law firms, and compliance advisors). This person will serve as the CEO's right hand in tracking action items, chasing deadlines, and ensuring nothing falls through the cracks.
Core Responsibilities
Project Coordination & Follow-Up (Critical)

1. Attend meetings (internal and external) with the CEO and document action items, owners, and deadlines.
2. Proactively chase senior stakeholders - including department heads, group legal, compliance officers, and external partners - to ensure timely completion of tasks.
3. Maintain a master action tracker for all license-related projects (e.g., new fund launch, bank account opening, TCSP client onboarding, money lending facility setup).
4. Flag delays and escalate issues to the CEO before they become problems.

Regulatory & Administrative Support

1. Prepare and submit routine filings to the SFC, Companies Registry (TCSP), and Money Lending licensing authorities under the CEO's or RO's supervision.
2. Assist in maintaining compliance records, meeting minutes, and license registers.
3. Support the CEO in preparing board packs, regulatory correspondence, and partner presentations.

Stakeholder & Partner Liaison

1. Serve as the bridge between the CEO and external partners: banks (e.g., account documentation), law firms (e.g., agreement tracking), auditors, and family office intermediaries.
2. Schedule and coordinate meetings with senior external stakeholders - ensuring pre-read materials are distributed and follow-up emails are sent.

Operational Support for Licensed Activities

1. Track licence renewal dates, continuing education (CPT) requirements for ROs, and regulatory fee payment schedules.

Requirements (Essential)

1. Background: 2-5 years of experience in a project assistant, PMO, executive assistant, or operations coordinator role - ideally within a bank, asset manager, securities firm, or family office in Hong Kong.
2. Regulatory Familiarity: Understands the Hong Kong regulatory landscape - knows what SFC, TCSP, and Money Lending licences are, and has basic awareness of compliance expectations (e.g., AML, KYC).
3. Follow-Up Obsession: Demonstrable ability to chase senior people (internal or external) politely but persistently. Does not wait for answers - proactively seeks them out.
4. Organisation: Impeccable attention to detail. Comfortable working with to-do lists, calendars, and trackers.
5. Communication: Fluent in English and Mandarin (written and spoken). Cantonese a plus but not required.
6. Technical Skills: Proficient in MS Office (Word, Excel, PowerPoint, Outlook/Teams). Experience with CRM or project management tools a plus.

Preferred (Nice to Have)

1. Previous exposure to SFC licensing applications, TCSP filings, or money lending documentation.
2. Experience working with bank relationship managers (account opening, KYC refresh).
3. Basic understanding of fund structures (OFC, LPF) or corporate secretarial work.

Personal Attributes

1. Proactive, not reactive: Anticipates what the CEO needs next.
2. Comfortable with senior stakeholders: Will need to chase Managing Directors, external counsels, and bank RMs - not intimidated by seniority.
3. Discreet: Will see sensitive regulatory and commercial information.
4. Solutions-oriented: When someone misses a deadline, does not just report it - suggests a path forward.

Rewarding Career

1. Competitive base salary + discretionary bonus.
2. Exposure to senior-level strategy and licensed entity management.
3. Clear path to Senior PMO or Operations Manager as the business grows.