Executive Assistant – Office & Operations
Hong Kong
Full-time
Permanent employee
Company Description
Since its creation in 2007 in the financial city of Frankfurt am Main, Solactive AG has grown to one of the key players in the indexing space. The German multi-asset index provider focusses on tailor-made indices, offering to its clients a faster service, with greater flexibility and at a reasonable cost. Solactive AG and its subsidiaries have become one of the fastest growing index providers over the past few years and support the leading investment banks and asset managers across the globe. We have gained global recognition for our role in the Exchange Traded Fund (ETF) industry, where we rank among the top providers worldwide for underlying indices. We also excel in diverse areas such as Structured Products and investment mandates, showcasing the wide range of our capabilities. The impact and value we bring to the market is palpable, but also in the reputation we have proudly built by being close to our customers, solidifying Solactive AG as a trusted and reliable ally in the ever-evolving global financial landscape.
Job Overview
Are you someone who thrives on keeping executives, teams, and operations running seamlessly? We are looking for an exceptional Executive Assistant to support our Managing Director in Hong Kong while helping oversee the smooth running of our local office. From managing priorities and stakeholder interactions to coordinating vendors, IT, onboarding, and events, you'll play a central role in ensuring both the business and workplace operate efficiently. This is a broad, high-impact role for someone who enjoys taking ownership, staying organized, and making things happen.
Your Tasks
Executive Support (Core Focus)
- Provide high-level administrative support to the Managing Director.
- Act as key liaison for internal and external stakeholders.
- Manage complex scheduling, meetings, and travel coordination.
- Prepare briefing materials for senior leadership and client engagements.
- Coordinate across Sales, Accounting, and Operations to support execution.
- Liaise with clients and internal teams to resolve operational issues.
- Track and coordinate order schedules to ensure timely execution.
- Oversee day-to-day office operations and workplace logistics.
- Manage facilities, vendors, and office services (seating, supplies, maintenance).
- Liaise with building management and service providers.
- Support invoice processing and basic office budgeting.
- Maintain Business Continuity Plan (BCP) and operational readiness.
- Maintain an up-to-date IT asset register, tracking all hardware and employee assignments.
- Manage telecom contracts and relationships, including troubleshooting and contract renewals.
- Help in supporting new hires with onboarding (setup, access, logistics).
- Coordinate with global People & Culture teams on local requirements.
- Assist with office events and employee engagement initiatives.
Your Profile
- Highly structured, detail-oriented, and able to manage a broad and varied portfolio of responsibilities without dropping the ball.
- Prior experience in executive assistance, office management, administration, or operations — ideally in a role where no two days looked the same.
- Proactive and street-smart — you anticipate what needs to be done and get on with it, rather than waiting to be told.
- A confident communicator: warm and professional with people, clear and precise in writing.
- Comfortable working in an international environment and collaborating across time zones with colleagues in Europe and beyond.
- Fluent in English; proficiency in Cantonese and/or Mandarin is a strong advantage.
- A general understanding of the financial industry or prior experience in a financial services or fintech environment is a plus.
Our Offer
- Full ownership of the Hong Kong office experience — a role where your fingerprints are on everything.
- Direct working relationship with and visibility to the Managing Director.
- Part of a global FinTech company with flat hierarchies, short decision-making paths, and a genuinely collaborative culture.
- Competitive compensation package including health insurance coverage.
- Access to company-wide training and development resources.
- Regular team events and a company culture that takes people seriously.
Your Application
Interested? Don’t miss your chance and directly apply online by filling in the application form on our website. Please make sure to also upload your CV, a cover letter is not compulsory.
We are looking forward to hearing from you! For further information, please visit: Career
To all recruitment agencies: We do not accept unsolicited CVs/Candidate Profiles. Please do not forward any CVs/Candidate Profiles to any Solactive employee in any location.
We are looking forward to hearing from you! For further information, please visit: Career
To all recruitment agencies: We do not accept unsolicited CVs/Candidate Profiles. Please do not forward any CVs/Candidate Profiles to any Solactive employee in any location.
About us
Solactive AG is a FinTech company operating globally and growing at a fast pace, headquartered in Frankfurt. Since 2007, we develop tailor-made and multi-asset class index solutions for ETFs and other index-linked investment products for the leading global investment banks and asset managers as our clients. Flexibility, efficiency and providing the highest quality are at the heart and soul of our business philosophy. We are now hiring!