January 28, 2022

Personal Assistant and Office Manager

About the Position

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. To apply, please send a CV, cover letter and salary requirements to Executive Director, Karen Leung Foundation, PO Box 9331, General Post Office, Hong Kong or by Email: careers@karenleungfoundation.org.

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$28 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 ensures the 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.

Job Requirements and Responsibilities

Personal Assistant

  • Manage the diaries and schedules of the 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 administrative support
  • 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.

HR Support:

  • 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 of experience in a professional setting is preferred
  • Speaking Skills: Fluency in English is essential, and fluency in Cantonese/Mandarin 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