The Administrative Assistant (AA) is the first link to the members of the Canadian Chamber of Commerce in Hong Kong. S/he communicates with a very diverse group of members, not only culturally (i.e. local Hong Kongers to mainland Chinese to overseas Canadians) but also in seniority levels (i.e. assistants to managers to CEOs), so being aware of the people s/he is working with is crucial in terms of effective and appropriate communications.
The AA will spend 40% of his/her time managing the diary of the Executive Director (ED)which includes getting to know the stakeholders the ED will be meeting with, clarifying the agenda and aims of the meeting, finding a suitable venue/meeting place, sending out the calendar invitations, taking the minutes where needed and entering the highlights of the meeting/interaction in the CRM on a regular basis.
Since there are currently vacancies in the Finance role and the Members Relations role, the AA will assist in some basic bookkeeping functions such as depositing cheques at the bank, maintaining petty cash records, getting cheques signed by various officers and entering basic accounting entries. In addition, the AA will perform some administrative work related to membership retention and the acquisition of new members such as responding to basic enquiries regarding membership, pulling weekly/monthly reports of membership retention and acquisition for the ED to analyze and report back to the Executive Committee and entering members’ information into the CRM on a regular basis. This will likely make up 30% of his/her time.
Around 20% of the AA’s time will be to assist the Events and Marketing team in the execution of the Chamber’s events such as being on-site at the events to assist in registration or logistics or dealing with suppliers and organizing boardroom rentals.
The remaining 10% of the AA’s time will tasks of a “front-desk" nature such as greeting guests, answering phone calls and handling incoming and outgoing mail and courier items.
Of course, with any position, the exact proportion of the duties vary from time to time depending on the time of year and the state of human resourcing. The above serves only as a guideline but is based on the experience of past Administrative Assistants. The key here is that being flexible is important and knowing how to prioritize is crucial in a busy but exciting office like ours.
This position is a fixed term contract with a possibility to renew.
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