Manager/ Assistant, Charities (IoP - Representative Offices in Guangzhou)

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 postholder will be based at the Institute of Philanthropy's Representative Office, in Guangzhou providing comprehensive administrative and technical support for its operations in Chinese Mainland. Key responsibilities encompass managing daily office functions, organizing events and travel arrangements, conducting desk research, tracking project progress, and monitoring partnerships, in addition to assisting with reception duties, reviewing key documents, consolidating knowledge materials, and coordinating administrative processes across divisions. The role also requires liaising with partners in Hong Kong and Chinese Mainland to facilitate effective communication.

The Job

• Administrative Tasks and Daily Operations: Oversee the team’s administrative tasks and provide support for the day-to-day operations as necessary.
• Event Organisation: Assist in the coordination of various events, including networking events, multi-disciplinary forums, and delegation receptions. Duties encompass team communications, preparing schedules, reserving and setting up venues, arranging catering, and producing minutes.
• Travel Arrangements: Facilitate staff travel by submitting proposals, coordinating bookings and accommodations, and preparing itineraries. The role also includes organising travel documents, arranging business entertainment, and processing expense claims.
• Project and Partnership Monitoring: Track the progress and outcomes of all Mainland projects and partnership activities. The role involves proactively identifying and advancing next steps, as well as consolidating and reporting on key team achievements.
• Reception and Scheduling: Manage the coordination of reception requests and visit invitations. This includes arranging all aspects of important receptions and visits, managing associated records, and providing scheduling support to ensure events are well-prepared and executed.
• Document Drafting and Review: Responsible for the drafting and review of key documents such as annual plans, reports, papers, and agreements, guaranteeing their quality, accuracy, and compliance with the organisation’s editorial standards prior to submission.
• Knowledge Management: Synthesise and analyse internal knowledge materials to extract key findings. This involves preparing and delivering presentation materials, as well as curating and translating content to suit specific target audiences.
• Administrative Coordination: Facilitate key administrative processes by coordinating with Club divisions on core tasks, including budget monitoring and reporting, vendor engagement and procurement, and branding and communications initiatives.
• Partner Liaison: Serve as the key point of contact for partners in both Hong Kong and the Chinese Mainland. Core responsibilities include managing logistical arrangements, drafting bilingual emails, and preparing comprehensive event briefs by compiling and integrating all relevant documentation.
• Translation and Language Adaptation: Translate documents between English and Chinese, including conversion between Simplified and Traditional Chinese character sets, ensuring terminology aligns with regional preferences to facilitate seamless communication.
• Coordination between the RO and the Headquarters: Facilitate coordination between the Representative Office and Headquarters to deliver key initiatives in the Chinese Mainland, producing reports, presentations, and other necessary documents for Head Office review.
• Complete other tasks as assigned by supervisors. 

About You

• Bachelor’s degree
• At least 3 years of relevant working experience, preferably in fields related to philanthropy (broadly include academia, non-profit, sustainability, health, social science, etc.)
• Knowledge of HK and/or Mainland philanthropy sector will be an advantage
• Excellent communication skills in English and Mandarin are essential; proficiency in Cantonese is desirable
• Events organisation and management experience
• Strong analytical abilities and ability to apply strategic frameworks and problem-solving approaches
• Ability to draft formal written materials in both Chinese and English
• Good team working and cross-departmental collaboration skills, high-order thinking skills, and time management skills 

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.