Job Summary

The Executive Assistant (EA) is the main supporting role and confidant of the Executive Director (ED). The EA position is very interesting, varied, while it can also be demanding. It is a very rewarding job: you will work in one of the most beautiful nature reserves of Hong Kong and you will get a lot of encouragement from the ED to work independently.

Responsibilities

• Full spectrum of secretarial support to the ED, particularly managing ED’s calendar and appointments.
• Prepare correspondences, contracts and presentation materials.
• Handle sensitive matters and documents with a high level of confidentiality.
• Act as a communication bridge between the ED, internal departments and external service providers/ guests.
• Responsible for the liaison between the ED office, the Kadoorie family office and KFBG’s Board.
• Act as a ‘organizational barometer’ and alert the ED to emerging issues that need attention.
• Organize Management Meetings, from agenda to minute taking and follow up on action points.
• Collect essential data and provide the ED and MT with an overview of different aspects i.e., accident reports summary, statistics tables and recruitment progress etc.
• Take up ad hoc projects or events as assigned by the ED with a close collaboration and support necessarily with the Manager handling Special Projects and ED affairs.

Running the ED Office

• Follow up on incoming internal and external issues and concerns addressed to the ED.
• Daily administrative work to keep the ED Office running smoothly.
• Maintain an efficient and comprehensive filing system.

Board Meeting Support

• Serve as the ED’s and Management Team’s administrative liaison to the KFBG Board.
• Prepare progress reports to the Board with the ED and Management Team.
• Coordinate with the Company Secretary on Board meeting schedules, meeting agendas and attendee lists, venue arrangement, lunch, setup of equipment and refreshments.
• Assist the ED on post Board meeting matters and ensure the action points are properly followed up.

Requirements

• Commitment to the mission, vision, and values of KFBG.
• Solid skills in project and time management, coordination, communication, effective problem solving, organising, MS office proficient, meeting support.
• At least ten years of solid working experience in similar positions.
• Good command of Cantonese and English in speaking and writing. Knowledge of Putonghua will be an advantage, although not essential.
• An enthusiastic and outgoing personality would be an advantage.
• 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.
• Ability to work in an international environment.
• Physically fit for mild outdoor group activities.
• Open-minded and recognizing the validity of spiritual paths.
• Able to occasionally work residentially, including on weekends and public holidays (which will be compensated).

Application Method:

Interested parties, please send your CV with current / last salary, expected salary and availability together with short essay/ cover letter about what motivate you to apply for this position to the People & Culture Department, Kadoorie Farm & Botanic Garden Corporation, Lam Kam Road, Tai Po, New Territories, Hong Kong or via email at pnc@kfbg.org