Job ref no.: CT3120081-01#1786

Assistant to the Executive Director & Administrative Coordinator

Asia Art Archive


  • 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
  • simultaneously 
  • 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 via clicking Apply Now. Only shortlisted candidates will be contacted.

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More job information
Job ref no. CT3120081-01#1786
  • N/A
Job Function
Employment Term
  • Full-time
  • 2 years - 3 years
Career Level
  • Non-management level
  • Degree