Position Overview:

We are seeking a talented and experienced Administration Officer to join our team in Hong Kong. The ideal candidate will have at least 5-8 years of relevant experience in a senior administrative role. This role requires a proactive individual with excellent communication skills, a strategic mindset, and a passion for problem solving and driving results. The Administration Officer will work closely with the CEO, playing a crucial role in driving the activity of the association.

Responsibilities: 

Administrative Management 

• Oversee daily operations of administrative functions, ensuring efficiency and effectiveness. 

• Develop and implement policies and procedures to enhance operational performance. 

• Develop contingent business solutions (contractors and virtual assistants) to support the business activity. 

• Manage external IT support, website content and subscribers. 

• Arrange, attend and minute all working group calls. 

• Build and develop relationships with regional stakeholders. 

Accounting 

• Issue invoices to Member Firms and Sponsors 

• Process payments to suppliers 

• Maintain operating financial records 

• Maintain cash book and reconcile to bank statements 

• Prepare quarterly accounts for management accounts 

• Prepare year end accounts for audit purposes. 

• Coordinate with external auditors and tax partners.

Budgetary Planning 

• Assist in the development and management of the organization’s annual budget.

Compliance and Company Secretarial 

• Ensure compliance with relevant laws, regulations, and industry standards. 

• Coordinate with our Company Secretary for Company Registry filings. 

• Arrange, attend and minute Executive Committee meetings. 

• Assist Member Firms with paperwork for changing representatives. 

Human Resources & Payroll 

• Coordinate with payroll partner for monthly payroll, MPF and year end IRD filings.

• Maintain contracts for employees and contractors.

Events & Podcast 

• Work with podcast host to support a pipeline of content from industry-based guests. 

• Work with producer to schedule recordings and launch episodes. 

• Expand reach of podcast content with use of innovative outreach to the membership. 

• Conference Event (s) 

o Work with executive team for Roundtable, Closed Door and Curated events. 

o Work with conference committee team as they consider content and structure. 

o Work with 3rd party events partner and conference venue(s) as required. 

o Assist in the development and management of the conference budget. 

o Manage contracts with sponsors for all events. 

Qualifications: 

• Bachelor's degree in Accounting, Business Administration, Marketing, or a related field. 

• Minimum of 5-8 years of experience in senior administrative role, preferably in a similar industry or association setting. 

• High level of integrity and professionalism.

• Strong interpersonal skills with the ability to build rapport, negotiate effectively, and collaborate cross-functionally. 

• Results-oriented, strong problem-solving abilities and a passion for innovation.

• Highly organised and able to multitask, prioritise tasks, and meet deadlines in a fast paced environment. 

• Excellent written and verbal communication skills, with meticulous attention to detail.

• This role may require travel to attend meetings, conferences, and other events. 

• Flexibility in working hours may be necessary to accommodate various stakeholders. 

• Proficiency in Microsoft Office Suite, (Excel, Word, PowerPoint). 

• Hong Kong-based. 

• Full right of Employment in Hong Kong without visa sponsorship requirements.

• Regional language proficiency a plus e.g. Mandarin, Korean, Japanese.

Benefits: 

• Competitive salary commensurate with experience. 

• MPF contributions 

• Health Insurance 

• Paid vacation time (22 days annually) and all statutory holidays. 

• Adaptive and flexible work schedule. 

• Professional development opportunities. 

• Exceptional connectivity to key leading financial institutions in APAC

If you are a motivated and results-oriented individual, interested to work with a growing Financial Industry Association, enjoy the responsibilities that come from working in a small, motivated team, we encourage you to apply for this exciting opportunity to make a meaningful impact within our organisation and industry. 

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