The Karen Leung Foundation, a registered Hong Kong charity, is seeking a qualified part time individual for the role of Personal Assistant and Office Manager.
The Karen Leung Foundation (KLF) www.karenleungfoundation.org is working to save lives in Hong Kong by raising awareness of gynaecological cancer, educating women to increase rates of early detection and ensuring that women in treatment have access to optimal medical care. Founded in 2013, we are the first and only organisation in Hong Kong solely devoted to women's gynaecological cancers. To date, the Karen Leung Foundation has raised more than HK$27 Million to fight gynaecological cancer and help Hong Kong girls and women. The Karen Leung Foundation honours the memory of Karen Leung, a hedge fund trader, who died at age 35 following a diagnosis of metastatic cervical cancer.
The Personal Assistant and Office Manager supports the Executive Director in all matters and insures efficient functioning of KLF’s operational and administrative processes.
This position reports directly to the Executive Director and works closely with team members as well as external agencies to achieve objectives.
Manage the diaries and schedules of Executive Director,
Organise and schedule meetings, manage conference room scheduling
Prepare meeting agendas, perform research for meetings, and take minutes during meetings
Business travel planning and scheduling; book flights, transportation, and hotels
Dinner and social engagement scheduling
Maintain office correspondence, including receiving and posting mail, crafting routine correspondence, and maintaining social media presence
Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas
Liaise with clients and business guests
Organise media appearances and events
Maintain a strong working relationship with other relevant departments
Manage projects and follow-up with team members where required
Maintain filing system, electronic and documents
Maintain office systems and office supplies
Perform reception duties; greeting guests and answering phones where necessary
Prepare and deliver monthly reports
Solve simple IT problems and contact the IT department when necessary to ensure processes and software are up to date and in working order
Manage local vendors including printers, designers and others
Maintain organizational due diligence and liaise with Company Secretary with respect to Business Registration, Annual Returns, etc.
Assist management in implementing procedures and policies.
Ensure that diversity and equality are core tenets of KLF culture.
Being the first point of contact for all human resources related queries and manage day to day employee matters
Active involvement in the recruitment process, including liaising with relevant industries
Set up interviews.
Preparation and ongoing updates to Foundation and staff handbooks
Updating and maintaining internal systems, records and reports with accurate personnel data
Processing new starters, including preparing offer documentation and updating relevant databases
Processing leavers, including preparing relevant documentation and updating systems accordingly
Updating personal employee records, by saving relevant documentation or updating attached systems
Administering the company payroll and employee benefits (ie, MPF) and ensuring employee records are maintained.
Interpreting employment law and advising management and employees based on what you find.
Planning and delivering training, including the induction of new staff
Candidate qualifications/skills requirements:
· A passion for KLF’s mission and objectives
· Exceptional communication, interpersonal, and presentation skills with an overall positive disposition
· Discretion and professionalism
· Excellent organizational, analytical and time management skills, as well as an ability to motivate and communicate effectively with other members within the company.
· Detail oriented with the ability to continually monitor processes and procedures to optimize effectiveness.
· Excellent team player yet able to take initiative and work independently with minimal supervision.
· Able to thrive in a fast-paced office environment
· Able to multi-task and take initiative on tasks both big and small
· Willing to work flexible hours and weekends during high-intensity events and exhibition periods
HK Residency Status:Must be eligible to live and work in Hong Kong
Education: Degree holder preferred
Work experience:7 to 10 years experience in a professional setting is preferred
Speaking Skills:Fluency in English is essential, fluency in Cantonese is an asset
Writing Skills: Polished writing skill in English is a must. Proficiency in traditional/simplified Chinese is an asset.
Tools: Microsoft Office (Word, Excel, Powerpoint), Google Suite/Workspace, Canva, office communication tools (ie Zoom, Slack….), Mailchimp, Quickbooks
This position is Part-time/ flexible hours, salary commensurate with experience.
To apply, please send a CV, cover letter and salary requirements.