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Executive Operations Director

2 weeks ago

Hong Kong, Central and Western District, Hong Kong SAR China PASLA Full time

We are seeking a highly skilled and experienced Executive Operations Director to join our team at PASLA. This role requires a proactive individual with excellent communication skills, a strategic mindset, and a passion for problem solving and driving results.

Administrative Management:

  • Oversee daily operations of administrative functions, ensuring efficiency and effectiveness.
  • Develop and implement policies and procedures to enhance operational performance.
  • Manage external IT support, website content and subscribers.
  • Arrange, attend and minute all working group calls.
  • Build and develop relationships with regional stakeholders.

Accounting:

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

Budgetary Planning:

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

Compliance and Company Secretarial:

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

Human Resources & Payroll:

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

Events & Podcast:

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

Qualifications:

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