IT Project Administrator & Secretary – Contract (Immediately Available; 25k–35k)

Leadingnation; Sha Tin; On-site; HKD 279,000 - 391,000; Full time

Job summary

Leadingnation in Hong Kong is seeking an IT Project Administrator & Secretary on a contract basis (Immediate availability) to support the Head of IT with secretarial and IT administrative duties, ensuring smooth day-to-day operations within a fast-growing tech group.

You will manage calendars, arrange meetings and travel, record outcomes, coordinate vendor and external partner engagements, review IT procurement and payment requisitions, and liaise with internal teams and external stakeholders to

Qualifications

• At least 5 years’ of Secretarial / Executive Assistant / IT or Project Administration experience servicing executives.
• Exceptional written and verbal communication skills; ability to interface effectively with stakeholders at all organizational levels.

Responsibilities

• Provide full secretarial and administrative support to Head of IT.
• Manage calendars, arrange meetings, travel, and prepare agendas.
• Record meeting outcomes, maintain action-item registers and track progress to closure.
• Coordinate IT procurement and verify payment requisitions; monitor payment status.
• Liaise with internal divisions and external stakeholders on IT administrative matters.
• Coordinate vendors/service providers/system integrators for tech engagements (conferences, press, interviews).

Skills

Secretarial experience

Executive Assistant

IT project administration

Stakeholder communication

Job description

Our client is a rapidly-growing group with investment and funded to nurture the world's leading startups and enterprises, is now seeking an IT Project Administrator & Secretary – Contract (Immediately Available; HKD25k – 35k) to support the Head of IT on secretarial and IT administrative matters to ensure smooth day-to-day administration of IT functions; ensuring effective communication, accurate documentation, and timely follow-up on IT management priorities.

Responsibilities:

• Provide full spectrum of secretarial and administrative support to Head of IT.

• Manage regular and ad-hoc calendars, coordinate meeting logistics, confirm attendees, and prepare meeting agendas including appointments, both internal and external meetings, business travel arrangements

• Record meeting outcomes, maintain action-item registers, track progress to closure, coordinate, and manage all correspondence and documentation

• Serve as a primary liaison of IT administrative matter with internal division and external stakeholders

• Review procurement requisition submitted by IT function teams for completeness (e.g. justification, scope, vendor details, required approvals procedures and etc.)

• Verify payment requisition of IT function teams record include one-off project payments and recurring payments and monitor payment status

• Assist IT management to manage relationships with vendors, service providers, system integrators to facilitate the improvement of IT projects / services quality from external parties

• Coordinate vendors / service providers / system integrators / technology stakeholders to facilitate the technology engagement include but not limited to conferences, forums, press releases, case studies, award nominations and interviews.

Requirements:

• At least 5 years’ of Secretarial / Executive Assistant/ IT or Project Administration experience in servicing executives

• Exceptional written and verbal communication skills; ability to interface effectively with stakeholders at all organizational levels.

Organization & Initiative: Outstanding time management, keen attention to detail, and a proactive problem-solving mindset.

Adaptability: Comfort working in a dynamic environment with shifting priorities and deadline-driven deliverables.

• Excellent command of spoken and written English and Chinese
• High attention to details as well as fast reaction to changes
• Be pro-active, presentable, responsible, discreet and trustworthy, with people skills strong enough to cope with a demanding executive
• Immediately available is a must
• Willingness to travel to SZ Office (near Lok Ma Chau/ Futian area)