Assistant Administration Manager

The Hong Kong Jockey Club; Hong Kong; On-site; HKD 320,000 - 520,000; Full time

Job summary

The Hong Kong Jockey Club is seeking an experienced Office Manager to support the Head of the Property Division and the broader team. You will handle complex diary management, travel arrangements, and confidential administrative tasks, ensuring smooth daily operations within a large, multi-unit organization.

The role requires a high level of discretion, excellent coordination with internal stakeholders, and the ability to manage HR-related processes such as onboarding and off-boarding.

Qualifications

• 10+ years of relevant work experience in operations or administration
• Experience in sizable organizations preferred
• Degree in Business Administration or Secretarial Studies preferred
• Strong diary management, travel coordination, and HR-related support

Responsibilities

• Manage the office of the Head of Department and act as the primary contact point for staff, stakeholders and external parties
• Provide full administrative and secretarial support to the Head of Department, including proactive diary management, scheduling appointments, and ensuring commitments are met
• Coordinate daily priorities and flag important items or conflicts to the Head of Department
• Arrange travel schedules; organize meetings, conferences, and workshops; prepare agendas and minutes
• Assist with staff onboarding and off-boarding processes, as well as HR-related matters
• Maintain efficient electronic filing systems and facilitate document sharing
• Coordinate team’s day-to-day workflow and review submissions to ensure timely, accurate, compliant delivery
• Provide guidance on administrative processes, submission requirements, and document standards
• Assist in preparation of departmental budgets, Operating Plans, Organizational Charts and related documents
• Maintain inventory of Facilities Management Assets
• Perform ad-hoc duties to support the team’s effectiveness

Skills

Office administration

Secretarial support

Diary management

Travel coordination

Education

Bachelor's degree in Business Administration

Secretarial Studies

Tools

Microsoft Office

Job description

Founded in 1884, The Hong Kong Jockey Club ("the Club") is a world-class racing club that acts continuously for the betterment of our society. The Club has a unique integrated business model, comprising racing and racecourse entertainment, a membership club, responsible sports wagering and lottery, and charities and community contribution. Through this model, the Club generates economic and social value for the community and supports the HKSAR Government in combatting illegal gambling.

The Division - Property Department

The Property Department is committed to providing integrated, customer-centric, sustainable and cost effective asset management, development management, project management and facilities management services to the key Business Units in the Club.

The Job

Office Management and Executive Supports

• Manage the office of Head of Department and act as the primary contact point for staff, stakeholders and external parties;
• Provide full administrative and secretarial support to the Head of Department, including proactive managing the diary, scheduling appointments, and ensuring all commitments are met;
• Support the coordination of daily priorities and flag important items or conflicts to the Head of Department;
• Arrange travel schedules; organize meetings, conferences, and workshops; prepare agendas, meeting materials and minutes;
• Assist with staff onboarding and off-boarding processes, as well as other HR-related matters;
• Maintain efficient electronic filing systems and facilitate document sharing.

Team Coordination and Management Supports

• Coordinate team’s day-to-day workflow and review submission to ensure timely, accurate, compliance delivery, and proactively follow up with team members on outstanding items;
• Provide guidance to team members on administrative processes, submission requirements, and documents standard.

Other Duties

• Assist in preparation of departmental budgets, the Property Operating Plan, Organizational Charts and other related documents;
• Maintain inventory of Facilities Management Assets ;
• Perform ad-hoc duties as required to support the team’s effectiveness.

About You

• Tertiary education or degree holders in Business Administration, Secretarial Studies, or related disciplines are preferred
• A minimum of 10 years of relevant work experience in operations, administration, or secretarial support, preferably in sizable organizations.

Equal Opportunity and Inclusive Hiring

We are an equal opportunity employer and strive to create an inclusive workplace for all. Applicants from diverse backgrounds are welcomed to apply. If you have any special needs or require accommodations during the interview process, please e-mail us via [e-mail]. Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and job applicants relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.