Executive Assistant

DEPARTMENT OF CIVIL AND ENVIRONMENTAL ENGINEERING

Executive Assistant(Ref. 250815001-IE)

Duties

The appointee will be required to provide comprehensive clerical and administrative support to the Department.  He/She will also be required to:

(a) manage financial and accounting tasks, which include overseeing procurement processes, handling reimbursements and claims, and checking invoices;

(b) handle staff-related issues, such as overseeing conference and duty leave applications, and coordinating the Part-time Visiting Lecturer recruitment exercises;

(c) provide support to office administration, serve as the departmental coordinator and liaise with administration offices (e.g. Campus Development Office, Campus Facilities and Sustainability Office, Finance Office, etc.) to support daily operations of the Department;

(d) assist in departmental events, and support the coordination and logistics of academic programme activities and accreditation exercises;

(e) serve as the Hygiene Officer to ensure compliance with health and safety standards, coordinate office patrol of the research offices, report non-compliance issues, and issue warning emails when necessary; and

(f) perform any other duties as assigned by the Head of Department or his delegates.

Qualifications

Applicants should:

(a) have a recognised degree with some relevant work experience, or have an associate degree / diploma with at least two years of relevant work experience, preferably gained in tertiary education sector;

(b) have a good command of both written and spoken English and Chinese, including fluency in Putonghua;

(c) have good computer literacy including Microsoft Word, Excel, PowerPoint and Chinese word processing;

(d) be pleasant and have a positive work attitude; and

(e) be able to work in a team and have good communication, interpersonal and organisational skills.

Preference will be given to those with solid experience in operating the Oracle Financial System.

Conditions of Service

A highly competitive remuneration package will be offered.  Initial appointment will be on a fixed-term gratuity-bearing contract.  Re-engagement thereafter is subject to mutual agreement.

Application

Please submit an application through PolyU’s career website (https://jobs.polyu.edu.hk/general).  Consideration of applications will commence on
22 August 2025 until the position is filled. The University’s Personal Information Collection Statement for recruitment can be found at https://www.polyu.edu.hk/hro/careers/pics_for_recruitment/.

PolyU is an equal opportunity employer, dedicated to fostering an environment that embraces diversity and demonstrates inclusion of people from all backgrounds, cultures, identities and experiences where all members of the University are treated with fairness, dignity and respect.  To learn more about the University’s “Statement on Equal Opportunities, Diversity, and Inclusion”, please visit our website athttps://www.polyu.edu.hk/hro/equal_opportunities_diversity_and_inclusion/.