Executive Assistant (at the rank of Clerk II)

Job Description:

Executive Assistant (at the rank of Clerk II) in the Joint University Programmes Admissions System (JUPAS) Office (Ref: 536756) (to commence as soon as possible, on a one-year full-time temporary basis, with the possibility of renewal subject to satisfactory performance)

About the Office

The JUPAS Office administers the centralised application system for admission to full-time undergraduate programmes offered by participating-institutions in Hong Kong. We are committed to providing accurate, timely, and increasingly user-focused services to applicants, and other key stakeholders, ensuring fairness, transparency, and operational excellence throughout the admissions process. Information about the Office is available at https://www.jupas.edu.hk.

About the Role

The JUPAS Office is seeking a mature, proactive and detail-oriented individual to join the Communications Team. The Executive Assistant will support the day-to-day operation of the Office’s enquiry and communication services. The appointee will serve as one of the primary points of contact for applicants, parents, schools and members of the public, providing accurate and timely information relating to JUPAS applications and procedures. The role focuses primarily on handling enquiries and maintaining applicant-facing information and resources, while also providing general administrative and operational support to the Communications Team, with key duties including:

1. Handle enquiries received through telephone, email, online forms, chatbot escalations, counter services and other communication channels;
2. Provide accurate, professional and timely responses to applicants and other stakeholders;
3. Assist in the preparation, cross-checking, review and maintenance of FAQs, user guides, standard response templates, chatbot content and other enquiry-related materials to ensure zero-error dissemination of information;
4. Proactively take ownership of monitoring enquiry trends and recurring issues; initiate and drive updates to improve applicant-facing information and self-service resources;
5. Support the operation of communications platforms and systems;
6. Assist in information gathering, research and administrative tasks as required, and
7. Perform other duties and responsibilities as assigned.

About the Requirements

Applicants should preferably possess:

1. A good Bachelor’s degree with at least 2 years of relevant hospitality and administrative experience.
2. Experience in handling enquiries, customer services, admissions, education administration or other public-facing services would be an advantage.
3. A good command of both spoken and written English and Chinese, preferably with fluency in Cantonese and Putonghua.
4. Strong customer service, organisational skills and attention to detail.
5. Exceptional attention to detail and a strong mindset for precision.
6. Effective communication, coordination and interpersonal skills; experience in communicating with different stakeholders will be an advantage.
7. Proficiency in Microsoft Office applications and familiarity with AI-powered tools for information research.
8. Good numerical sense and an appropriate level of IT skills.
9. A responsible, self-motivated team player; and be flexible to prioritise tasks efficiently to meet tight deadlines.

What We Offer

A highly competitive salary commensurate with qualifications and experience will be offered, along with annual leave and medical benefits.

How to Apply

The University only accepts online application for this position. Applicants should apply online and upload a covering letter and an up-to-date C.V. Review of applications will commence as soon as possible and continue until July 31, 2026, or until the post is filled, whichever is earlier. Shortlisted candidates will be invited to attend a written test and an interview. Information about the Office is available at https://www.jupas.edu.hk.