Officer

Technological and Higher Education Institute of Hong Kong (THEi); Hong Kong; On-site; HKD 279,000 - 424,000; Full time

Job summary

Technological and Higher Education Institute of Hong Kong (THEi) is seeking an organised executive assistant to the President’s Office at the Chai Wan Campus. You will prepare management reports, minutes, agendas and official correspondence, and coordinate meetings, events and visits for internal and external stakeholders.

The role requires a recognised degree, at least 2 years’ executive experience in education, and strong English/Chinese communication.

Qualifications

• A recognised degree or equivalent qualification.
• Minimum 2 years’ executive-level experience in educational institutions or similar.
• Detail-oriented, organised, proactive with strong time management and multi-tasking abilities.
• Fluent in English and Chinese with strong interpersonal and communication skills.
• Experience in report, minutes, and/or proposal writing is preferred.

Responsibilities

• To assist in the preparation and compilation of management reports, progress update reports, statistics, proposals, returns of information, presentation slides and other meeting materials, reports or documentations for various meetings, events and purposes.
• To organise, manage and provide secretarial support to various meetings, committees and boards, including the preparation of minutes and agendas.
• To organise, coordinate and support various events, functions and forums, either for the President’s Office or for the Institute.
• To prepare official correspondence including emails and letters.
• To liaise with internal and external parties on behalf of the President’s Office.
• To provide administrative support to the operation of the President’s Office.
• To coordinate or assist in the arrangement of visits for external guests.
• To handle ad hoc projects and assignments as required to support operational needs of the President’s Office or the Institute.

Skills

Detail-oriented

Time management

Multi-tasking

Team player

Bilingual English/Chinese

Report writing

Meeting minutes

Proposal writing

Confidential handling

Education

Recognised degree or equivalent qualification

Tools

MS Word

MS Excel

MS PowerPoint

Chinese word processing

Job description

Responsibilities:

• (a) To assist in the preparation and compilation of management reports, progress update reports, statistics, proposals, returns of information, presentation slides and other meeting materials, reports or documentations for various meetings, events and purposes;
• (b) To organise, manage and provide secretarial support to various meetings, committees and boards, including the preparation of minutes and agendas;
• (c) To organise, coordinate and support various events, functions and forums, either for the President’s Office or for the Institute;
• (d) To prepare official correspondence including emails and letters;
• (e) To liaise with internal and external parties on behalf of the President’s Office;
• (f) To provide administrative support to the operation of the President’s Office;
• (g) To coordinate or assist in the arrangement of visits for external guests;
• (h) To handle ad hoc projects and assignments as required to support operational needs of the President’s Office or the Institute.

Requirements:

• (a) A recognised degree or equivalent qualification;
• (b) At least 2 years’ relevant work experience at executive level, preferably in educational institutions or comparable organisations;
• (c) Detail-oriented, organised, proactive, with strong sense of responsibility, time management skill and the ability to multi-task independently as well as be a good team player;
• (d) Good command of both written and spoken English and Chinese, with strong interpersonal and communication skills;
• (e) Priority will be given to applicants who have solid experience in report, meeting minutes and/or proposal writing in previous work;
• (f) Able to appropriately handle confidential information and materials;
• (g) High proficiency in computer software applications, including MS Word, MS Excel, MS PowerPoint, and Chinese word processing.

Notes:

• (1) Applicants who have responded to the advertisement in the last six months need not re-apply.
• (2) Shortlisted applicants will be required to attend and pass a written test.
• (3)The appointee may be required to perform duties at different sites and outside Hong Kong, and work irregular hours, shifts and on Saturdays and Sundays as necessary.
• (4) The remuneration package will be competitive and commensurate with qualifications and experience.
• (5) The appointee will work at the Chai Wan Campus.