Officer / Assistant Manager, Administration / Secretary

Global Sports Jobs Limited; Hong Kong; On-site; HKD 180,000 - 270,000; Full time

Benefits offered by this job

Competitive salary

Dynamic working environment

Development opportunities

Job summary

The Club in Hong Kong is seeking an Administrative Support Associate to strengthen the Charities and Community Division by delivering centralised office administration, records management and procurement support.

You will work under the Senior Manager, coordinate with internal and external stakeholders, manage staff onboarding, asset handling and divisional websites, and ensure smooth day-to-day operations in a dynamic charity environment.

Qualifications

• University degree or equivalent.
• Minimum of 3 years' relevant experience in administration.
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint.
• Good interpersonal and communication skills.
• Good organisational skills with the ability to manage multiple tasks.
• Ability to handle sensitive and confidential information with discretion.

Responsibilities

• Provide efficient administrative support to the Charities and Community Division.
• Assist with office administration, records management, procurement and divisional coordination.
• Support staff onboarding, assets management and disposal, license administration, and website maintenance.
• Coordinate with internal and external stakeholders to ensure smooth operations.
• Support procurement and resource administration, including vendor liaison.
• Coordinate records and document management systems and archiving.

Skills

Office administration

Communication skills

Organisational skills

Discretion with confidential info

Stakeholder coordination

Education

University degree or equivalent

Tools

Microsoft Excel

Microsoft PowerPoint

Records management software

Job description

About the Role

The role supports the centralised administration function and ensures the smooth and effective delivery of office administrative support across the Charities and Community Division. It works under the Senior Manager to provide efficient administrative support, including office administration, records management, procurement and divisional coordination. The Charities and Community Division manages strategic planning, grant donations, impactful project initiation, community engagement and the day-to-day operations of the HKJC Charities Trust, working with government, NGOs and community partners.

Key Responsibilities

• 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 handling
• And preparation of administrative correspondence.
• Handle general office administration matters, such as staff onboarding coordination, fixed assets management and disposal, software licence 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 Data Privacy Coordinators, Occupational Safety and Health coordinator, Fire Warden and other assigned roles as required.
• Perform other duties as assigned by seniors.

Required Experience & Qualifications

• University degree or equivalent.
• Minimum of 3 years' relevant experience in administration.
• Proficiency in Microsoft Office applications, particularly Excel and PowerPoint.
• Good interpersonal and 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.

Preferred Skills

• Experience in government or social services would be an advantage.

Salary

• Competitive salary

Benefits & Perks

• Competitive benefits package
• Dynamic working environment
• Development opportunities

About the Company

The Club is Hong Kong's largest single taxpayer and one of the city's major employers, and its Charities Trust is one of the world's leading charity donors.