Chief Administration Officer

4 weeks ago

Hong Kong Island, Hong Kong SAR China PASLA Full time

We are seeking a talented and experienced Chief Administration Officer to join our team in Hong Kong. The ideal candidate will have at least 5-8 years of relevant experience in a senior administrative role. This role requires a proactive individual with excellent communication skills, a strategic mindset, and a passion for problem solving and driving results. The Chief Administration Officer will work closely with the CEO, playing a crucial role in driving the activity of the association.

Responsibilities:

Administrative Management

  1. Oversee daily operations of administrative functions, ensuring efficiency and effectiveness.
  2. Develop and implement policies and procedures to enhance operational performance.
  3. Develop contingent business solutions (contractors and virtual assistants) to support the business activity.
  4. Manage external IT support, website content and subscribers.
  5. Arrange, attend and minute all working group calls.
  6. Build and develop relationships with regional stakeholders.

Accounting

  1. Issue invoices to Member Firms and Sponsors.
  2. Process payments to suppliers.
  3. Maintain operating financial records.
  4. Maintain cash book and reconcile to bank statements.
  5. Prepare quarterly accounts for management accounts.
  6. Prepare year end accounts for audit purposes.
  7. Coordinate with external auditors and tax partners.

Budgetary Planning

  1. Assist in the development and management of the organization's annual budget.

Compliance and Company Secretarial

  1. Ensure compliance with relevant laws, regulations, and industry standards.
  2. Coordinate with our Company Secretary for Company Registry filings.
  3. Arrange, attend and minute Executive Committee meetings.
  4. Assist Member Firms with paperwork for changing representatives.

Human Resources & Payroll

  1. Coordinate with payroll partner for monthly payroll, MPF and year end IRD filings.
  2. Maintain contracts for employees and contractors.

Events & Podcast

  1. Work with podcast host to support a pipeline of content from industry-based guests.
  2. Work with producer to schedule recordings and launch episodes.
  3. Expand reach of podcast content with use of innovative outreach to the membership.
  4. Work with executive team for Roundtable, Closed Door and Curated events.
  5. Work with conference committee team as they consider content and structure.
  6. Work with 3rd party events partner and conference venue(s) as required.
  7. Assist in the development and management of the conference budget.
  8. Manage contracts with sponsors for all events.
  9. Review payment portal(s) and reconcile to receipts.

Qualifications:

  1. Bachelor's degree in Accounting, Business Administration, Marketing, or a related field.
  2. Minimum of 5-8 years of experience in senior administrative role, preferably in a similar industry or association setting.
  3. High level of integrity and professionalism.
  4. Strong interpersonal skills with the ability to build rapport, negotiate effectively, and collaborate cross-functionally.
  5. Results-oriented, strong problem-solving abilities and a passion for innovation.
  6. Highly organised and able to multitask, prioritise tasks, and meet deadlines in a fast-paced environment.
  7. Excellent written and verbal communication skills, with meticulous attention to detail.
  8. This role may require travel to attend meetings, conferences, and other events.
  9. Flexibility in working hours may be necessary to accommodate various stakeholders.
  10. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
  11. Full right of Employment in Hong Kong without visa sponsorship requirements.

If you are a motivated and results-oriented individual with a passion for the role of Chief Administration Officer of a growing Financial Industry Association, we encourage you to apply for this exciting opportunity to make a meaningful impact within our organisation and industry.

Applications to be directed to: info@paslaonline.com

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