Assistant Administration Manager (Secretary)

Global Sports Jobs Limited; Hong Kong; On-site; HKD 420,000 - 700,000; Full time

Benefits offered by this job

Benefits package

Dynamic working environment

Development opportunities

Job summary

The Hong Kong Jockey Club is seeking an experienced administrator to support the Head of the Property Department with executive and secretarial duties.

You will manage the office, coordinate staff, oversee budgets and asset inventories, and ensure compliant, timely submissions across the team. A strong background in business administration and senior secretarial support is essential.

Qualifications

• A minimum of 10 years of relevant work experience in operations, administration, or secretarial support.
• Experience in sizeable organisations preferred.
• Tertiary education in business, secretarial studies, or related disciplines is desirable.

Responsibilities

• Manage the Head of Department’s office and act as the primary contact for staff, stakeholders and external parties.
• Provide full administrative and secretarial support, including diary management and scheduling.
• Coordinate daily priorities and flag important items or conflicts to the Head of Department.
• Arrange travel and coordinate meetings, conferences and workshops; prepare agendas and minutes.
• Assist with staff onboarding/off-boarding and HR-related matters.
• Maintain electronic filing and facilitate document sharing.
• Oversee team workflow, ensure timely submissions, and follow up on outstanding items.
• Guide team members on administrative processes and document standards.
• Assist in preparing departmental budgets and the Property Operating Plan.

Skills

Administrative support

Office operations

Secretarial support

Education

Business Administration or related degree

Job description

About the Role

The role supports the Head of Department within the Property Department. The Property Department provides integrated, customer-centric, sustainable and cost-effective asset management, development management, project management and facilities management services to key Business Units. The role manages the Head of Department’s office, provides executive and administrative support, and coordinates team workflow and submissions. It also assists with departmental budgets, asset inventory and other ad-hoc duties.

Key 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 proactively managing the diary, scheduling appointments and ensuring commitments are met.
• Support the coordination of daily priorities and flag important items or conflicts to the Head of Department.
• Arrange travel schedules; organise meetings, conferences and workshops; and prepare agendas, meeting materials and minutes.
• Assist with staff onboarding and off-boarding processes and other HR-related matters.
• Maintain efficient electronic filing systems and facilitate document sharing.
• Coordinate the team’s day-to-day workflow and review submissions to ensure timely, accurate and compliant delivery, proactively following up with team members on outstanding items.
• Provide guidance to team members on administrative processes, submission requirements and document standards.
• Assist in the preparation of departmental budgets, the Property Operating Plan, organisational charts and other related documents.
• Maintain an inventory of Facilities Management Assets and perform ad-hoc duties as required to support the team’s effectiveness.

Required Experience & Qualifications

• A minimum of 10 years of relevant work experience in operations, administration, or secretarial support.

Preferred Skills

• Tertiary education or degree holders in Business Administration, Secretarial Studies, or related disciplines.
• Relevant work experience in sizable organisations.

Salary

• Competitive salary

Benefits & Perks

• Benefits package
• Dynamic working environment
• Development opportunities

About the Company

The Hong Kong Jockey Club is a world-class racing club founded in 1884 that acts continuously for the betterment of 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.