Assistant Administration Manager at The Hong Kong Jockey Club

Hong Kong, Hong Kong Island, Hong Kong S.A.R. -

Full Time

Start Date

Immediate

Expiry Date

14 Sep, 26

Salary

0.0

Posted On

16 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Assistance, Administrative Support, Schedule Management, Meeting Coordination, Travel Arrangement, Document Preparation, Stakeholder Communication, Filing Systems, Data Privacy Compliance, Budget Preparation, Expense Management, Onboarding and Offboarding, Office Management, Confidentiality, Operational Process Improvement, Logistics Coordination

Industry

Non-profit Organizations

Description

Job Summary The job holder to provide comprehensive executive assistance and administrative support to high-level executives across various departments. This includes managing schedules, coordinating meetings, preparing documentation, and ensuring effective communication with internal and external stakeholders. The job holder will play a critical role in facilitating the smooth operation of the executive office, enabling executives to focus on strategic priorities and decision-making.Major Tasks Manage and coordinate executive schedules, including appointments and travel arrangements, to optimize time management and efficiency. Organize and prepare meeting materials, including agendas, presentations, and minutes, ensuring all relevant documents are available in advance. Serve as a point of contact for internal and external communications, handling inquiries and managing correspondence effectively. Maintain a centralized filing system for confidential documents and ensure compliance with data privacy standards. Provide administrative support for departmental meetings, including logistics coordination and communication with participants. Assist with budget preparation and expense management, including processing claims and invoices. Support onboarding and offboarding processes for staff, including coordination of interviews and necessary documentation. Conduct general office duties, such as ordering supplies and maintaining office equipment, to ensure smooth operations. Liaise with various departments and external stakeholders to facilitate collaboration and information sharing. Handle sensitive information and documents with discretion, maintaining confidentiality at all times. Undertake additional duties as assigned by the executives. Collaborate with team members to enhance operational processes and improve overall efficiency within the division. Education Bachelor degree in Business Administration, Secretarial Studies, or related disciplines is preferred.Qualifications Experience A minimum of 5-7 years of solid experience in secretarial or administrative roles, ideally supporting senior executives in sizable organizations.

Responsibilities

Provide comprehensive executive assistance and administrative support to high-level executives to ensure smooth office operations. Key tasks include managing schedules, coordinating meetings, and handling internal and external communications.