CARICE TUNG NGAN
Senior Executive Assistant
Summary
Results-driven management professional with a strong background in administration, providing strategic oversight for seamless operations and effective resource allocation. Known for fostering team collaboration and driving operational success through adaptable leadership and problem-solving skills. Adept at navigating challenging situations in fast-paced environments and skilled in handling time-sensitive tasks with discretion and a sharp memory. Motivated self-starter excelling in organization and attention to detail, always striving for accuracy and efficiency. Tech-savvy and committed to continuous learning. Fluent in English, Chinese Cantonese, and Chinese Mandarin (Pinyin & Zhuyin).
Overview
20
20
years of professional experience
20
20
Certificates
6
6
years of post-secondary education
Work History
Administration Director
Various Start-ups
01.2025 - 02.2025
- Mastering administrative processes and credentials workflow to enhance internal risk control across APAC region business;
- Administer and build efficiency and effective responsiveness into existing operations: HR, Compliance, understand regulatory and tax rules in which investment office operates under; to help define new operational strategies at a global perspective
- As the contact person of HKG office to manage service providers (banks, brokers, custodian, administrators) to meet established service level, including Singapore and Middle East trademarks, client onboarding framework logistics
- Devise effective to HQ Shanghai office - present options and solutions for timely transaction processing, GPU servers' logistics update and align back off process to achieve efficient use of resources and controls
Executive Assistant, CEO Office
Real Messenger Inc. (NASDAQ: RMSG)
10.2024 - 11.2024
- Handle 16 calendars of Executive's migration planning and relocation (HK/US time zone)
- Assist in due diligence documentations to perform M&A process with Legal and Management team according to listing rules;
- Perform as IT Administrator to maintain current software, managing network servers, and ensuring systems are up-to-date and operating smoothly, including set up of S3 and Bloomberg account
Executive Secretary (Regional), Securities Services
BNP Paribas Securities Services
08.2023 - 01.2024
- Deliver regional support to 3 executives and teams: APAC COO, Co-Head of FI&C Client Lines APAC, Head of Market & Financing Services APAC, mastering executive calendar(s) and travel planning; Administer Policy Compliance reports for Executives, Client Delivery, Client Lines and Traders (FX, Capital Markets) team
- Schedule planning of Senior Managements visit from Paris head office, SG, AUS - present options and solutions of time management, gather details and info ensuring all initiatives and actions align with project plans and migration strategies
- Follow up day-to-day office workflow with Chief of Staff(s); perform cross-functional collaboration to promote teamwork culture, support Compliance Department (SG) and Company Sustainability & Environmental Management
Executive Assistant, Board Executive Office
BC Technology (OSL) Group (863:HK)
09.2018 - 07.2023
- Position in Board Executive Office, prioritize daily operations and categorize all external and internal meetings requests based on the importance and urgency - provide semi-weekly briefing to balance each executives' presence and time
- Time Officer: oversee and manage 6 Executive calendars and 3 emails accounts; onsite and remote support across global time zones by using different webinar systems to control virtual meeting traffics; navigate and provide time slots to externals and internal teams (BoDs, Cs, L&C, DevOps, IR, Traders) and Townhalls to ensure all recurring goes in a timely productive manner
- Travel Officer: responsible on Executives travel plannings, manage corporate travel account and other travel requests; arrange APEC applications and budget control with accounting team in compliance
- Assist in values-based leadership strategic planning and operations: business plans, technology operations internal control, HR functions on cost savings; assist on corporate SFC license application (Type1,7) submission for OSL Digital Securities Ltd
- Collect data info and trainings for ESG reporting at cost effective; schedule prep/dry runs with Investor Relations and Legal
- Collation of VIP events, gift registry planning with Investor Relations, Sales and Trading team at high value-adding level
Executive Assistant to Executive Vice Chairman, Directorship
South China Financial Holdings (619:HK, 8155:HK)
10.2016 - 08.2018
- Provide full spectrum of executive and personal support to Executive Vice Chairman (business owner), organize board committee and shareholder meetings, prioritize project materials with travel plans and follow up in action with discretion, manage executive office daily logistics with giving instructions to Admin and Securities Team
- Execute 5 active calendars; arrange complex and detail travel logistics; research and develop recommendations on various topics as required towards strategic level, support CFO in accounts opening documentation, budget and forecasts, annual reports of business activities of Type 1, 2, 4, 6, 9 with Operations IA and Company Secretarial team
- Supervise management trainees on project management, sales reporting and coordinate events with IBD and IR team
Executive Assistant to Executive Managing Director & GM Asia Pacific, Management
BGC Partners (BGCP: NASDAQ)
07.2015 - 05.2016
- Provide full comprehensive support to EMD onsite, offsite and remotely across APAC, Europe, US time-zones, act as gatekeeper and building strong working relationships both internally, clients and other key initiatives at all levels; liaise with brokers and report to EMD in a timely professional manner
- Oversee EMD's diary and email accounts; manage expense processes from various claims and accounts, coordinate first class business travel and accommodations; liaison with limousine, hotels and cabin crew for other logistics requirements
- Perform as HR to deliver employment contracts; assist in HR reports and management accounts of brokers performances
- Professionally represent the organization at sector networking events and internal occasions
Office Manager & Sales Services, PA to CEO COO Asia
EFG Bank Financial Products AG (Leonteq Securities)
09.2012 - 06.2015
- Provide full spectrum of administrative and business support to CEO and COO Asia on internal and external meetings
- Schedule and planning business meetings and events with clubhouses and restaurant vendors; discuss detail scope, target and goals to ensure all parties understand and commit to complete within budget and time allocated
- Arrange standard, multi sectors travel itineraries and accommodation between APAC, Europe and South Africa, ensuring appropriate security measures are in place for travel in high-risk areas
- Compliance documentations: maintain filing system of SFC submissions; circulars, KYC documents and business contracts
- HR and Company Secretarial function - process employment visa and APEC Business Travel card applications (HKSAR), employment contracts, leave records and secure information by completing data base backups to Zurich head office; Annual Returns submission, assist on BCP planning, Insurance(s) renewal and Business Registration
- Cost Centre management and sales support - monthly reporting of HK office expenses, sales performances; offsite support including business travels to Zurich head office and Singapore office set up of office relocation with marketing team
Office Manager & Personal Assistant to MD Asia and Partner
Sunrise Brokers LLP
08.2010 - 09.2012
- Provision of administrative and organizational support to MD, Partner and Desk Heads: calendar management and corporate travels (Asia and Europe), cross check each brokers' expenses submission
- Enhance security and internal control operations with IT for front, middle to back-office; costs negotiation on electronic trading services with vendors (Orange dealing boards, CCASS, EPAM, Bloomberg), act as IT Administrator to maintain voice recording system and submit clearing brokerage agreements
- Supervise Admin and HR function - restructured filing system including corporate and individual expenses; insurance claims, monthly payroll, bonuses and employment contracts; expats relocation (on & off boarding), visa & APEC applications
- In coordination with MD and Compliance Officer on relevant regulated business activities (Type1,2); arrange CPT training; regular update on SFC press releases and requirements; assist in FRR submission and correspondences in particular
- Accounting and Company Secretarial support: monthly office expenses, annual return submissions and minute resolutions
Executive Secretary to Executive Director (Business Development & Project Management)
PME Group Limited (379:HK)
08.2009 - 07.2010
- Secretarial and business support to EDs, coordinate logistics and participate business meetings, social engagements between Beijing, HK and Shenzhen on a weekly basis
- Project coordination with legal team in Beijing on 'implantable advertising' investment projects; keep track of progress and deadlines to ensure adequate preparation; participate in additional meetings and business initiatives on sponsorship of the film production reached 20million yuan and half of the investment had been recovered before screening
- Manage hardcopy and electronic libraries (recording info) and renovation projects with other subsidiaries
Company Secretary & Assistant to Managing Director, Co-founder
Paradigm Investment Management Limited
11.2007 - 05.2009
- Provide all-rounded Company Secretarial and business support to Founders and Directors; travel coordination, travel visa applications between Asia and Europe
- Client Services - preparation of presentation materials; update requests from institutional and individual clients across Asia, Scotland, Europe, South East Asia and China
Medical Records Patient Services Representative
Hong Kong Adventist Hospital
06.2006 - 02.2007
- Night shift duty at Medical Records department; assist in-patient and emergency ER services when necessary
Dental Office Manager
Beaver Dental Centre
05.2005 - 05.2006
- Originate filing system of patient records and office spending; process each insurance transactions and payments; coordinate appointments for doctors; and attend trainings with dental assistants
- Organize and order dental lab materials, instruments and facilities
Education
Bachelor's Degree - Fine Arts (Visual Art, Video Art & Cultural Studies)
York University
Toronto, ON 09.2003 - 04.2006
OSSD Diploma - Visual Arts & Art History
Arts York Program Unionville High School
York Region, ON 09.2000 - 06.2003
No Degree - Professional Certificate of IBM AI Product Manager
IBM
12.2023 - 07.2024
Skills
MRS report maintenance
portfolio performance
Sales Performance Reporting
Regulatory Compliance Documentation
BR process
Yearly Financial Return
Meeting Minutes Documentation
office relocation
facilities management
Apple Software
MacOSX
Adobe Photoshop
Adobe Illustrator
FinalCutPro
Organizational leadership
Process Optimization
Meeting facilitation
Workforce Management Skills
Document management
Presentation skills
Meeting planning & coordination
Operations management
Human resources management
Time management
Adaptability and flexibility
Problem-solving aptitude
Task delegation
Work Planning and Prioritization
Operational improvements
Cost control
Continuous improvement
Technology integration
Interpersonal communication
Certification
Professional Certificate of IBM AI Product Manager, IBM, Skill-Up EdTech, R9JQWKUY24GC, 13/07/24
Timeline
Administration Director
Various Start-ups
01.2025 - 02.2025
Executive Assistant, CEO Office
Real Messenger Inc. (NASDAQ: RMSG)
10.2024 - 11.2024
No Degree - Professional Certificate of IBM AI Product Manager
IBM
12.2023 - 07.2024
Executive Secretary (Regional), Securities Services
BNP Paribas Securities Services
08.2023 - 01.2024
Executive Assistant, Board Executive Office
BC Technology (OSL) Group (863:HK)
09.2018 - 07.2023
Executive Assistant to Executive Vice Chairman, Directorship
South China Financial Holdings (619:HK, 8155:HK)
10.2016 - 08.2018
Executive Assistant to Executive Managing Director & GM Asia Pacific, Management
BGC Partners (BGCP: NASDAQ)
07.2015 - 05.2016
Office Manager & Sales Services, PA to CEO COO Asia
EFG Bank Financial Products AG (Leonteq Securities)
09.2012 - 06.2015
Office Manager & Personal Assistant to MD Asia and Partner
Sunrise Brokers LLP
08.2010 - 09.2012
Executive Secretary to Executive Director (Business Development & Project Management)
PME Group Limited (379:HK)
08.2009 - 07.2010
Company Secretary & Assistant to Managing Director, Co-founder
Paradigm Investment Management Limited
11.2007 - 05.2009
Medical Records Patient Services Representative
Hong Kong Adventist Hospital
06.2006 - 02.2007
Dental Office Manager
Beaver Dental Centre
05.2005 - 05.2006
Bachelor's Degree - Fine Arts (Visual Art, Video Art & Cultural Studies)
York University
09.2003 - 04.2006
OSSD Diploma - Visual Arts & Art History
Arts York Program Unionville High School
09.2000 - 06.2003