Grants & Programme Coordinator

Design Trust; Hong Kong; On-site; HKD 268,000 - 379,000; Full time

Job summary

Design Trust, an initiative of the Hong Kong Ambassadors of Design, seeks a Grants & Programme Coordinator to manage grants, fellowships, and programme operations.

You will coordinate applications, vetting, and panel meetings, while maintaining files and supporting communications across bilingual channels. The role reports to the Executive Director and offers a full-time, long-term position commencing ASAP.

Qualifications

• University degree in Design, Architecture, Cultural Studies, Museum Studies, or a related discipline.
• 1–2 years of working experience in design education, cultural management, gallery & museum operation, archive management preferred; fresh graduates, junior candidates and interns are welcome to apply.
• Proficient in MS Office (Word, Excel, PowerPoint). Proficiency in Adobe Creative Suite (InDesign, Illustrator, Photoshop) is preferred.
• Fluency in spoken and written English, Cantonese and Mandarin.
• Strong interpersonal communication, precise record-keeping and organisational skills, self-motivation, and ability to work independently or in a team.

Responsibilities

• Grants & Fellowship Management: Handle incoming grant applications via the online grant portal, liaise with applicants, coordinate vetting panel meetings, and schedule interview sessions.
• Programme & Stakeholder Coordination: Coordinate daily communications, meetings, workshops, site visits, and public events for grant projects and fellowship schemes.
• Archive & Inventory Management: Maintain the grants archive and inventories, ensuring accuracy and proper documentation.
• Communications & Content Support: Draft, copyedit, and manage bilingual promotional materials across web, social media, and publications.

Skills

Interpersonal communication

Record-keeping

Organisational skills

Self-motivation

Education

Design / Architecture / Cultural Studies or related

Tools

MS Office

Adobe Creative Suite

Job description

Design Trust, an initiative of the local registered charity Hong Kong Ambassadors of Design, is a grant funding and community platform supporting creative projects that develop expertise, build research initiatives and content related to Hong Kong and the Greater Bay Area. The NGO organisation is seeking an organized, dynamic and proactive Grants & Programme Coordinator to manage grant & fellowship schemes, programme operations, and project archive. Working closely with the Grants & Programme team, the appointee will act as a primary point of contact for Design Trust grants recipient community and expanded networks of cultural partners.

Responsibilities:

- Grants & Fellowship Management: Handle incoming grant applications via the online grant portal, liaise with applicants, coordinate vetting panel meetings, and schedule interview sessions. Organize vetting documentation, meeting notes, and panel summaries following the organisation’s guidelines and protocols.

- Programme & Stakeholder Coordination: Coordinate daily communications, meetings, workshops, site visits, and public events for grant projects, fellowship schemes, flagship initiatives, and ongoing research. Liaise with internal and external partners to maintain project timelines.

- Archive & Inventory Management: Maintain and manage the grants archive and physical/digital outcome inventories (including publications, moving images, design prototypes, and special archival materials) in a systematic manner, ensuring accuracy and validity of information. Participate in the research and activation of the grants archive materials.

- Communications & Content Support: Draft, copyedit, and manage bilingual promotional/informational materials related to grant schemes across Design Trust’s web, social media channels, publications and event collaterals. Assist in early-stage research and presentation materials for flagship initiatives and community programmes.

Requirements:

- University degree in Design, Architecture, Cultural Studies, Museum Studies, or a related discipline.

- 1–2 years of working experience in design education, cultural management, gallery & museum operation, archive management preferred; motivated fresh graduates, junior candidates and prospective interns with relevant project, cultural institution, or academic exposure are welcomed to apply.

- Proficient in MS Office (Word, Excel, PowerPoint). Proficiency in Adobe Creative Suite (InDesign, Illustrator, Photoshop) is preferred. Technologically adept and open to leveraging digital tools and AI platforms.

- Fluency in spoken and written English, Cantonese and Mandarin.

- Strong interpersonal communication, precise record-keeping and organisational skills, self-motivation, and ease with working independently or in dynamic team settings. Open to develop knowledge and skills in different disciplines related to design culture.

The Appointee shall report to the Executive Director, or the Executive Director’s designated representative from the organization. This position is a full-time long term position and to commenceas soon as possible.

We also warmly welcome applications from recent graduates of 2-3 years professional experience, and prospective interns. Only selected applicants will be contacted for an interview and further evaluation. A highly competitive salary commensurate with qualifications and experience will be offered.