Office Manager / Senior Executive Assistant

Job Description:

Office Manager / Senior Executive Assistant (at the rank of Executive Officer / Clerk I) of the Investment Office (Ref.: 536333)

The Role

The appointee will be responsible for overseeing daily office operations and providing a full spectrum of administrative and coordination support to ensure the efficient and effective functioning of the office. Key responsibilities include:

1. Office Administration & Internal Laison

• Manage and oversee daily office operations to ensure efficiency and continuity
• Coordinate internal workflows and support cross-departmental coordination
• Maintain a professional and well-organised office environment
• Support internal initiatives and projects, including tracking progress and liaising with internal and external stakeholders

2. Administration & Executive Support

• Manage calendars, meetings, and scheduling for senior staff members
• Coordinate meetings and prepare materials, presentations, and correspondence
• Handle travel arrangements, including flights, accommodation, and logistics
• Manage incoming communications and assist with prioritization

3. Vendor & Facilities Management

• Liaise with external vendors (e.g. IT, office services, building management)
• Manage office supplies, maintenance, and facilities-related matters
• Support contract coordination and monitor vendor performance

4. Process Improvement & Office Development

• Identify areas for improvement in existing processes and workflows
• Support office relocation, the development and implementation of office procedures and best practices
• Contribute to building a structured and efficient office environment

Qualifications and Experience

• A Diploma or above with 5 passes in HKCEE including English (minimum Grade C if Syllabus A/Level 2 from 2007), Chinese (Level 2 from 2007) and Mathematics, or minimum Level 2 or equivalent in 5 subjects in HKDSEE including English Language, Chinese Language and Mathematics
• A minimum of 5 years of relevant experience in administration, operations, or coordination roles
• Strong organizational and multitasking abilities
• Formal secretarial training will be an advantage Proficiency in MS Office applications (Word, Excel, PowerPoint)
• Strong communication skills in English and Chinese (Putonghua is an advantage)

Personal Attributes

• Proactive, hands-on, and detail-oriented
• Able to work independently with a strong sense of ownership
• Comfortable working in a dynamic and evolving environment
• Strong sense of responsibility and professionalism
• High level of integrity in handling confidential information

What We Offer

The appointment will be made on fixed-term full-time contract for 2 years, to commence as soon as possible with the possibility of renewal. A highly competitive salary commensurate with qualifications and experience will be offered, together with contract-end gratuity and University contribution to a retirement benefits scheme at 10% of basic salary. Other benefits include annual leave and medical benefits. The grade of Office Manager / Senior Executive Assistant will be offered subject to the qualifications and work experience of the candidate. Shortlisted candidates will be invited to attend a written test and an interview.

The University only accepts online applications for the above post. Applicants should apply online and upload an up-to-date C.V. Review of applications will start as soon as possible and continue until June 30, 2026, or until the post is filled, whichever is earlier.

The University is an equal opportunities employer and
is committed to equality, ethics, inclusivity, diversity and transparency