Institute Affairs Secretary

HKU Institute for China Business; Hong Kong; On-site; HKD 420,000 - 600,000; Full time

Job summary

HKU Institute for China Business in Hong Kong seeks an Institute Affairs Secretary to support governance, compliance, and admin across Hong Kong and Mainland operations. The role provides board secretariat services and oversees secretarial matters, regulatory filings, and high-level contracts for subsidiaries.

The ideal candidate has a Bachelor's in Business Administration and 10+ years in company secretarial roles, with bilingual English/Chinese communication skills and the ability to multitask

Qualifications

• Bachelor’s degree in Business Administration or related field.
• At least 10 years of relevant work experience with knowledge of company secretarial procedures and regulations.
• Familiarity with Mainland regulatory environment is a plus.
• Strong communication and problem-solving skills.
• Ability to multitask and work under pressure.
• Excellent written and spoken English and Chinese (Putonghua).

Responsibilities

• Support governance functions and ensure compliance in Hong Kong and Mainland.
• Provide secretariat support to Board of Directors and committees.
• Coordinate company secretarial matters including AGM and filings.
• Assist regulatory submissions with Mainland authorities.
• Review and manage contracts for subsidiaries in Mainland.
• Oversee governance and administrative matters across HK and Mainland.
• Provide admin support for events and institute operations.
• Assist in financial authorization processes and policy implementation.
• Perform other duties as assigned.

Skills

Governance

Board secretariat

Compliance

Stakeholder management

Bilingual communication

Education

Bachelor’s degree in Business Administration

Job description

The HKU Institute for China Business (HKU ICB) invites applications for the position of Institute Affairs Secretary.

Reporting to the senior management of the Institute, the appointee will play a key role in supporting the Institute's governance, regulatory compliance, institutional administration, and strategic operations across Hong Kong and the Mainland.

Duties:

Support the Institute's governance functions and ensure compliance with relevant statutory, regulatory, and institutional requirements in Hong Kong and the Mainland;

Provide secretariat support to the Board of Directors, board committees, general meetings, and other strategic and institute-wide meetings;

Coordinate company secretarial matters including corporate filings and Annual General Meeting (AGM);

Support the filing of corporate changes and regulatory submissions with the Government bodies in the Mainland;

Review, execute, and manage marketing, administrative, and other operational contracts for the subsidiaries in the Mainland;

Oversee governance, compliance, and administrative matters across Hong Kong and Mainland operations to ensure alignment with the Institute’s strategic objectives;

Provide administrative support for office operations and institute-wide events, including but not limited to Opening Ceremonies cum Residential Workshops, Graduation Ceremonies, Homecoming Events, and other major functions;

Support institutional administration, financial authorization processes, and the implementation of operational policies and procedures; and

Perform any other duties as assigned.

Requirements:

A Bachelor's degree in Business Administration or related fields

At least 10 years' relevant work experience with knowledge of company secretarial procedures and regulations

Familiarity with the Mainland’s regulatory and work culture would be an advantage

Strong communication and problem-solving skills

Ability to multitask, prioritize workload, and work effectively under pressure

Excellent command of written and spoken English and Chinese (including Putonghua)

Terms of Appointment: Salary placement will be commensurate with qualifications and experience. The contract will normally be for 2 years with the possibility of renewal subject to review. A contract-end gratuity (taxable) will be payable upon satisfactory completion of the contract. Medical benefits, 18 days’annual leave and the use of library facilities will be provided where applicable. A comprehensive resume stating your current salary, expected salary and notice period.