Administrative and Events Manager – Asia

GENERAL SUMMARY:
This role within the Operations team provides support primarily in the area of Finance and Events support. The Administrative and Events Manager – Asia reports to the Chief Operating Officer, Asia.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Finance Accounts Payable / Receivable Administration

• Timely processing of vendors invoices and expense reimbursement with accounting firm
• Reconciliation of vendors’ invoices, checking transaction coding and ensuring approvals for payment before submission to accounting firm
• Maintain accurate accounting records and filing systems (credit cards, invoices, petty cash)
• Main contact for day-to-day accounting activities with accounting firm
• Main contact for day-to-day bank transactions with the Banks
• Reconciling tuition receipts/event revenue receipts - Work with Program Offices and department reps, accounting firm and the Bank on tuition/event revenue receipts and identifying bank deposits/discrepancies
• Process Corporate Credit card applications and monthly credit card statements for staff to ensure timely payment of credit card bills
• Take phone calls from vendors, deal with invoice queries and supplier statements
• Petty Cash Management: Issue petty cash to staff, process reimbursements, maintain accurate records
• Main contact for corporate mobile phone subscriptions and service plans
• Liaise with finance and accounting department in US as necessary
• Maintain and update invoice payment and expense reimbursement procedures as necessary

Budget
• Prepare Forecasts reports for Operations and Facilities Management budget
• Assist with setting up and planning of annual budget for Operations and Facilities Management

Events Support
• Work closely with all events/program organizers to facilitate smooth running of all events/programs
• Assist with the management of campus event calendar and coordination of space requirements for external/internal users
• Assist with pre-event logistics and coordination : venue filtering and selection, managing event setup, participants’ access to venue, catering, transportation and other event logistics needs
• Manage event registrations and communications with event organizers and attendees
• Coordinate IT/AV requirements for all events and webinars with event organizers
• Assist and support all event-related tasks on day of event : prepare and manage materials for distribution, venue preparation, staffing for events, greeting and hosting of participants, coordinating with external venue staff and caterers
• Post-event follow up : assist with management of event data processing, secure and process attendees information onto appropriate databases, event summary report and distribution, create and upload photo/video links
• Participate in off-campus events as assigned
• Work with external vendors and service providers for event logistical needs

Other duties
• Clerical and administrative support as needed
• Support of compliance-related matters with EDB or HKJC as needed
• Other related and ad-hoc duties as assigned

MEASUREMENTS OF SUCCESS:
• Attention to details
• Start-up mentality and works well with other team player…no task too large or too small
• Keen to learn and try out new productivity and event management softwares and tools
• Effectiveness of organizational and event management skills
• Demonstrate a high level of customer services and professionalism at all times
• Excellent interpersonal skills and ability to work with various stakeholders, internal and external
• Solid written and verbal communication skills
• Professional attitude and appearance
• Successful completion of scheduled events and special projects
• Meet project deadlines and targets
• Overall rate of efficiency, accuracy, timeliness and organization of all assigned tasks
• Be discreet at all times and protect the confidentiality of information

KNOWLEDGE, SKILLS AND EXPERIENCE:
• Bachelor Degree holder or equivalent and above
• Experience in multi-national environment
• Enthusiastic, confident, organized and able to work independently
• At least 8 years of progressive relevant experience in similar role in higher education, training or hospitality industry preferably in a multi-cultural environment
• Pleasant personality, outgoing, approachable, flexible and dynamic individual with a strong sense of responsibility and commitment
• Experience in one or more of the following areas of principal duty: accounting administration, event and project management
• Excellent organizational skills
• Good command in spoken and written English and Chinese (Cantonese and Putonghua)
• Collaborative working style with strong analytical and multi-tasking skills
• Proficiency in Microsoft Office (including Chinese word processing) and other productivity software such as Airtable, Tableau, SmartSheet etc
• Willing to work on Sat/Sun/PH and odd hours if required
• Must be able to work legally in Hong Kong on a permanent basis
• Willing and able to travel if necessary

SALARY AND BENEFITS
The salary will be competitive and commensurate with experience. In addition to salary the University offers an attractive benefits package including 20 days holiday per year – prorated (excl. Hong Kong Public Holidays), MPF Contribution and medical benefits.

REPORTING RELATIONSHIPS:  Reports to Chief Operating Officer, Asia.

HOW TO APPLY
If you wish to be considered for this position, please send a CV and a detailed cover letter outlining your relevant experience, motivations and salary requirements.