Executive Assistant & Office Administration

About Hex Trust

Hex Trust, established in 2018, offers fully regulated institutional digital asset Custody, Staking, and Markets services to builders, investors, and service providers. Drawing on the expertise of veteran banking technologists and award-winning financial services leaders, Hex Trust continues to innovate with its proprietary bank-grade platform, providing secure, and integrated solutions. Hex Trust has grown its global presence, with offices in Hong Kong, Singapore, Dubai, Italy, and Vietnam.

Position Summary

The Executive Assistant & Office Administration organizes and coordinates office procedures to ensure efficiency and safety, reflecting the Company’s professional standards. This role provides comprehensive support to the Managing Directors, anticipates their needs, and streamlines administrative processes. Responsibilities include managing communications, overseeing inventory, and coordinating service providers, all while maintaining professionalism and confidentiality.

Duties & Responsibilities

• Serve as the first point of contact, managing correspondence, phone calls, and reception duties.
• Organize diaries, schedule meetings, and coordinate access to executives.
• Expenses & Payment management.
• Arrange travel, transport, and accommodation as needed.
• Plan and coordinate events and conferences, including venue setup.
• Remind executives of important tasks and deadlines while preparing reports, presentations, and correspondence.
• Liaise with staff, suppliers, and clients to facilitate communication and manage relationships with vendors and building management.
• Manage office inventory, coordinate timely ordering of supplies, and handle expenses, procurement, and reimbursements.
• Provide periodic budget and status reports for management review.
• Support office-related projects and initiatives as requested.

• Certification in secretarial work, office administration, or related training.
• Minimum 3 years' experience as an Office or Administration Manager (or similar), with a strong background in document creation and spreadsheet management.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Proficient in appointment scheduling software (e.g., G-Suite) and effective management of correspondence.
• Excellent written and verbal communication skills in English, with exceptional interpersonal skills.
• Strong time management abilities, prioritization, and multitasking skills in a fast-paced environment.
• High attention to detail, maintaining confidentiality and proficiency with technological tools.
• Familiarity with office equipment such as printers, copiers, scanners, and fax machines.

Candidates who do not tick all the boxes are still encouraged to apply, those with less experience will still be considered for the position but with an adjustment to the level of seniority.

As one of the leading Web3 innovators, Hex Trust offers a front-row seat in the ever-changing blockchain & crypto industry. We genuinely believe that people are our greatest asset, and invest heavily so they’re best prepared to support our mission to unlock ownership in decentralized markets! You will be joining a company that is always committed to creating a supportive & inclusive environment that promotes personal and professional growth that furthers your success and drives innovation, collaboration, and passion in the blockchain space.

At Hex Trust, we are proud of our H.E.X. culture:

• Heart
• Empowerment
• Xcellence

Join us at Hex Trust and not only can you look forward to working with blockchain professionals to build the decentralized future, but also:

• Competitive Salaries & Bonuses
• Generous Amounts of Paid Time Off (incl. leave for Birthdays, Work Anniversary, and Mental Health etc.)
• Access to Corporate Discounts and exclusive Employer Perks
• Medical & Retirement Plans
• Professional Learning and Development Opportunities
• Elevate your work using cutting-edge technology
• Fun & friendly office spaces in Hong Kong, Singapore, Dubai and Vietnam
• Regular company & social events

Hex Trust is an equal-opportunity employer devoted to diversity and inclusion in the workplace. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status or disability status.