Assistant Project Administration Manager (secretarial role)

The Hong Kong Jockey Club

Founded in 1884, The Hong Kong Jockey Club (“the Club”) is a world-class racing club that acts continuously for the betterment of our society. The Club has a unique integrated business model, comprising racing and racecourse entertainment, a membership club, responsible sports wagering and lottery, and charities and community contribution. Through this model, the Club generates economic and social value for the community and supports the HKSAR Government in combatting illegal gambling.

The Division

The Special Project Department leads the integrated Conghua Racecourse (CRC) business strategy, consolidating cross-functional workstreams to build a cohesive, integrated and sustainable business model, enabling CRC to become the foundation of the Club’s long-term development in the Greater Bay Area.

The Job

• Provide professional administrative and secretarial support to handle meeting arrangements, logistical set up for workshops, team related administrative matters, document management, follow up on tasks and actions.
• Take minutes and be able to write clear, concise and accurate minutes of meetings with a fast turnaround.
• Prioritize and arrange internal and external meetings and appointments, conference calls, travel schedules, and bookings for Director of Strategic Business Transformation Programme (CRC) and other Executive
• Managers in SP30 / CRC. Manage diary effectively to support them in achieving optimum time management.
• Handle all incoming and outgoing correspondence (emails, letters, etc.).  Make preliminary assessments of the importance of the correspondence and forward the correspondence to the appropriate direct report(s) if necessary. Help draft replies when required.
• Support the team in preparing different types of documents, such as reports, meeting papers, agendas, meeting minutes, and presentations on PowerPoint slides, Excel spreadsheets or Word document etc. as required.
• Set up and maintain a good filing system for project documents and support timely document retrievals as and when required.
• Provide support in the various management approval processes (e.g. expense claims, leave applications, etc.) as assigned by management.
• Handle and respond to inquiries and requests from internal departments, including finance, audit, procurement, compliance, and IT, in related matters.
• Act as a communication channel between the teams and other internal and external stakeholders. Maintain collaborative relationships across different departments to keep updated on operations issues.
• Keep watching the Club’s rules and policies to ensure Director of Strategic Business Transformation Programme (CRC) and other Executive Managers in SP30 / CRC complies with the updated policies.
• Provide support to project or BAU operations as required. Perform ad-hoc tasks including team administration activities as assigned by management.

About You

• A bachelor degree in any Business disciplines, or other related disciplines.
• Minimum 8 years of relevant working experience in operations, administration, or secretarial support
• Experience in assisting senior management levels in a sizable organization is preferable
• Proactive and able to work effectively under pressure coping with changing priorities / requirements
• Prior experience in supporting Project Management Office in running sizable projects is preferred
• Excellent verbal and written communication skills in both English and Chinese. Working knowledge of Putonghua is an added advantage
• Proficient in using Microsoft tools (Word, Excel, PowerPoint, Outlook, Teams etc.)

Apply Now!

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

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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 careers@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.