Officer / Assistant Manager, Administration / Secretary

The Hong Kong Jockey Club; Hong Kong; On-site; HKD 279,000 - 424,000; Full time

Job summary

The Hong Kong Jockey Club is seeking a Senior Administration Officer for the Charities & Community Division. You will support the centralised administration function and ensure efficient office operations across the division.

You will handle onboarding, asset management, license administration, and records systems, while coordinating with internal and external stakeholders to maintain smooth daily work. A university degree and 3 years of admin experience are preferred.

Qualifications

• University degree or equivalent in a related field.
• At least 3 years' experience in administration.
• Experience in government or social services is advantageous.
• Proficiency in Microsoft Office, especially Excel and PowerPoint.
• Strong interpersonal and communication skills.
• Excellent organizational abilities and multitasking.
• Ability to handle confidential information with discretion.
• Ability to collaborate with multiple stakeholders.

Responsibilities

• Support the centralised administration function and provide efficient administrative support to the Division.
• Handle office administration, relocations, records management, filing, and mail handling.
• Coordinate onboarding, fixed assets, license administration, and divisional website maintenance.
• Liaise with internal and external stakeholders to support smooth operations.
• Assist divisional procurement and inventory management.
• Coordinate records and document management systems, including archiving and retrieval.
• Represent the division for Data Privacy, Safety and Fire Warden roles.

Skills

Excel

PowerPoint

Office administration

Stakeholder management

Education

University degree

Tools

Microsoft Office

Job description

Senior Administration Officer (Ref: AHR/SAO) - Office Admin / Operations

Company description

Founded in 1884, The Hong Kong Jockey Club ("the Club") is a world-class horse sports and entertainment organisation that acts continuously for the betterment of our society. The Club has a unique value creation model, through which the Club generates sustainable economic and social value for the benefit of the community and supports the HKSAR Government in combatting illegal gambling. The Club is Hong Kong's largest single taxpayer and one of the city's major employers. Its Charities Trust is one of the world's leading charity donors.

The Division

The Charities and Community (C&C) Division manages strategic planning, grant donations, impactful project initiation, community engagement, and the day-to-day operations of the HKJC Charities Trust. C&C works with the Government, NGOs, and community partners to proactively identify root causes of social issues and address them through innovative approaches and cross-sectoral collaboration.

Job Summary

Support centralised administration function and ensuring the smooth and effective delivery of office administrative support across the Charities & Community Division.

The Job

• Support the Senior Manager in managing the centralised administration function and providing efficient administrative support to the Charities and Community Division, including office administration, office relocations, records management, filing and mail handing, and preparation of administrative correspondence.
• Handle general office administration matters, such as staff onboarding coordination, fixed assets management and disposal, software license administration, share drive and divisional website maintenance, and liaison with stakeholders within and outside the Division to support smooth office operations.
• Support divisional procurement and resource administration, including vendor liaison and the management of office supplies and inventories.
• Coordinate divisional records and document management systems, including document retrieval, archiving, storage administration, and records disposal.
• Act as the divisional representative for designated coordination functions, including the Data Privacy Coordinators, Occupational Safety and Health coordinator, Fire Warden and other assigned roles as required.
• Perform other duties as assigned by seniors.

About You

• A university degree or equivalent
• Minimum of 3 years' relevant experience in administration
• Experience in government / social services would be an advantage
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint
• Good interpersonal, communication skills
• Good organisational skills, with the ability to manage multiple tasks effectively
• Ability to handle sensitive and confidential information with professionalism and discretion
• Ability to work effectively with stakeholders within and outside the Division

We offer competitive salary and benefits packages, dynamic working environment and development opportunities.

Equal Opportunity and Inclusive Hiring

We are an equal opportunity employer and strive to create an inclusive workplace for all. Applicants from diverse backgrounds are welcomed to apply. If you have any special needs or require accommodations during the interview process, please e-mail us via ••••@hkjc.org.hk .

Personal data provided by job applicants will be used strictly in accordance with the Club's notice to employees and job applicants relating to the Personal Data (Privacy) Ordinance. A copy of which will be provided immediately upon request.