Job ref no.: CT3118290-01#8616

Assistant to the Executive Director & Administrative Coordinator

Asia Art Archive


Asia Art Archive (AAA) is a non-profit arts organisation founded 18 years ago. It is
now a leading public resource for contemporary art in Asia, and a platform for
sharing knowledge and new ideas through research, residency, and educational

We are seeking a candidate to support the daily administrative work of the Executive Director
and the organisation. The individual will work closely with the Executive Director, and with
the administrative team. This is an exciting opportunity to gain substantial experience in arts
administration and management in a dynamic organisation at the centre of the regional
contemporary art scene.


  • Assisting the Executive Director with all administrative duties, including appointment
scheduling, travel arrangements, and correspondence
  • Preparing documents and reports for meetings
  • Working in a professional and focused manner to schedule internal and external
meetings for the Board and subcommittees, project teams, etc.— including booking
conference rooms and arranging lunches
  • Organising and working with other departments to arrange events
  • Liaising with building management on any premises-related issues
  • Assisting in the administrative and daily logistical operations of the organisation
  • Assisting in resources management and operations support
  • Administering correspondence, managing incoming calls, and prioritising phone
messages, emails, and mail
  • Handling all calls and visitors with grace, sophistication, and professionalism
  • Liaising with the Board of Directors as needed

The ideal candidate should be an outgoing and creative team player able to work
independently. Further requirements are:

  • Excellent organisational and planning skills, and the ability to coordinate multiple projects
  • Ability to solve problems creatively and diplomatically
  • A good team player
  • Discretion and confidentiality are essential
  • Provides systematic and dependable follow-up
  • At least 2–3 years in a relevant position
  • BA degree in the arts
  • Proficiency in Microsoft Word, Excel, and PowerPoint
  • Excellent interpersonal communication skills in English and Chinese (written and oral)
  • A genuine interest in contemporary art

To apply, please send a cover letter and resume with expected salary to Sally Lee by clicking Apply Now.   Only shortlisted candidates will be contacted.

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More job information
Job ref no. CT3118290-01#8616
  • N/A
Job Function
Employment Term
  • Permanent
  • Full-time
  • 2 years - 7 years
Career Level
  • Non-management level
  • Degree