Assistant Charities Manager (IoP Mainland Representative Office in Guangzhou)

Global Sports Jobs Limited; Hong Kong; On-site; HKD 211,000 - 328,000; Full time

Benefits offered by this job

Benefits package

Dynamic working environment

Development opportunities

Job summary

The Institute of Philanthropy's Representative Office in Guangzhou seeks an capable administrator to provide comprehensive support across Chinese Mainland operations. The role sits within the Charities and Community Division, coordinating planning, events, travel, budgets, and documentation.

You will liaise with partners in Hong Kong and Mainland China, draft bilingual communications, translate between English and Chinese, and ensure smooth day-to-day office functionality while upholding

Qualifications

• Bachelor's degree or higher required.
• Excellent command of English and Mandarin.
• Experience in events management and coordination.
• Strong analytical and drafting abilities in bilingual settings.

Responsibilities

• Oversee administrative tasks and support day-to-day operations.
• Coordinate events: networking, multi-disciplinary forums, and receptions, including venues, catering, and minutes.
• Manage staff travel: proposals, bookings, itineraries, documents, entertainment, and expenses.
• Track Mainland projects and partnerships; report progress and identify next steps.
• Coordinate receptions and visits, prepare briefs and manage records and scheduling.

Skills

Event planning

Communication

Analytical thinking

Bilingual drafting

Education

Bachelor's degree

Job description

About the Role

The postholder provides comprehensive administrative and technical support for the Institute of Philanthropy's Representative Office in Guangzhou, supporting its operations in Chinese Mainland. The role sits within the Charities and Community Division, which manages strategic planning, grant donations, impactful project initiation, community engagement, and the day-to-day operations of the HKJC Charities Trust. The postholder liaises with partners in Hong Kong and Chinese Mainland to facilitate effective communication and coordination between the Representative Office and Headquarters.

Key Responsibilities

• Oversee the team's administrative tasks and provide support for day-to-day operations as necessary.
• Assist in coordinating various events, including networking events, multi-disciplinary forums, and delegation receptions, by managing team communications, preparing schedules, reserving and setting up venues, arranging catering, and producing minutes.
• Facilitate staff travel by submitting proposals, coordinating bookings and accommodations, preparing itineraries, organising travel documents, arranging business entertainment, and processing expense claims.
• Track the progress and outcomes of all Mainland projects and partnership activities, proactively identifying and advancing next steps, and consolidating and reporting on key team achievements.
• Manage the coordination of reception requests and visit invitations, arranging all aspects of important receptions and visits, managing associated records, and providing scheduling support to ensure events are well-prepared and executed.
• Draft and review key documents such as annual plans, reports, papers, and agreements, ensuring their quality, accuracy, and compliance with the organisation's editorial standards prior to submission.
• Synthesise and analyse internal knowledge materials to extract key findings, prepare and deliver presentation materials, and curate and translate content to suit specific target audiences.
• Facilitate key administrative processes by coordinating with Club divisions on core tasks, including budget monitoring and reporting, vendor engagement and procurement, and branding and communications initiatives.
• Serve as the key point of contact for partners in both Hong Kong and the Chinese Mainland, managing logistical arrangements, drafting bilingual emails, and preparing comprehensive event briefs by compiling and integrating all relevant documentation.
• Translate documents between English and Chinese, including conversion between Simplified and Traditional Chinese character sets, ensuring terminology aligns with regional preferences to facilitate seamless communication.
• Facilitate coordination between the Representative Office and Headquarters to deliver key initiatives in the Chinese Mainland, producing reports, presentations, and other necessary documents for Head Office review.
• Complete other tasks as assigned by supervisors.

Required Experience & Qualifications

• Bachelor's degree.
• At least 3 years of relevant working experience.
• Excellent communication skills in English and Mandarin are essential.
• Events organisation and management experience.
• Strong analytical abilities and ability to apply strategic frameworks and problem-solving approaches.
• Ability to draft formal written materials in both Chinese and English.
• Good team working and cross-departmental collaboration skills, high-order thinking skills, and time management skills.

Preferred Skills

• Experience in fields related to philanthropy (broadly include academia, non-profit, sustainability, health, social science, etc.).
• Knowledge of the Hong Kong and/or Mainland philanthropy sector.
• Proficiency in Cantonese.

Workplace

• Based at the Institute of Philanthropy's Representative Office in Guangzhou, Chinese Mainland.

Salary

• Competitive salary.

Benefits & Perks

• Benefits package.
• Dynamic working environment.
• Development opportunities.