Assistant Administration Manager (Secretary)

The Hong Kong Jockey Club; Hong Kong; On-site; HKD 600,000 - 900,000; Full time

Job summary

The Hong Kong Jockey Club is seeking an experienced Office Manager and Executive Support professional to lead the Head of Department's office and act as the primary liaison with staff, stakeholders, and external parties. The role covers comprehensive administrative and secretarial support, diary management, travel arrangements, and HR-related tasks in a dynamic property division.

You will coordinate daily workflows, guide team members on processes, assist with budgets and documents, and maintain

Qualifications

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

Responsibilities

• 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 diary management, scheduling, and ensuring commitments are met.
• Coordinate daily priorities and flag important items or conflicts to the Head of Department.
• Arrange travel, organize meetings, conferences, and workshops; prepare agendas, materials and minutes.
• Assist with staff onboarding and off-boarding; handle other HR-related matters.
• Maintain efficient electronic filing systems and facilitate document sharing.
• Coordinate team workflow and ensure timely, accurate, compliant delivery; follow up on outstanding items.
• Provide guidance to team on administrative processes 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.

Education

Business Administration or Secretarial Studies (tertiary)

Job description

The Hong Kong Jockey Club

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.