Administration Officer (AO) / Executive Assistant

Administration Officer (AO) / Executive Assistant

Job Summary

The Administration Officer (AO) is the main supporting role and confidant of the Executive Director office & CPAR office and provides administrative support to the ED & CPAR office in all aspects, on the following:

Responsibilities

• Full spectrum of secretarial supports to the ED office, particularly managing EDs calendar and appointments, ensure the EDs schedule is followed properly
• Prepare correspondences, contracts and presentation materials
• Handle sensitive matters and documents with high level of confidentiality
• Act as a communication bridge between the ED office, internal departments and external contacts
• Organize meetings, from agenda to minute taking and follow up activities
• Collect essential data and provide the ED and CPAR office with an overview on different aspects i.e., accident reports summary, statistics tables etc.
• Take up ad hoc projects or events as assigned

Support Administration Duties

• Handle incoming issues and concerns addressed to the ED & CPAR office from departments and external contacts
• Daily administrative work to keep the ED & CPAR offices running smoothly
• Maintain efficient and comprehensive filing system
• Answer queries by employees

Requirements

• Commitment to the mission, vision, and values of the organisation.
• Degree holder with formal training in secretarial duties
• Solid skills in time management, coordination, communication, effective problem solving, organising, MS office proficient, meeting support and project management, attention to detail
• Hands-on overseeing projects ongoing issues, troubleshooting, planning and controlling change, setting and material sourcing
• Good command of Cantonese and English. Knowledge of Putonghua will be an advantage, although not essential
• At least 5 years of solid working experience in similar positions
• Experience in mindfulness practice would be an advantage
• Self-motivated, dynamic, and a good team player
• Ability to interact with a wide range of people in a positive, inspirational way
• Physically fit for mild outdoor group activities
• Open-minded and recognize the validity of all spiritual paths
• Able to work residentially occasionally, including on weekends and public holidays (which will be compensated).