Executive Assistant I/II in the Department of Physics [Ref. R/259/25]

Duties

1. Provide secretarial support to the Head of Department, including processing all incoming correspondence and managing the Head’s dynamic calendar;
2. Handle e-applications and reimbursements for staff development activities, such as conference trips and duty visits for faculty members;
3. Manage personnel matters by supporting the recruitment and appointment of regular faculty, adjunct and part-time faculty, research support staff, and post-doctoral fellows, including coordinating on-site visits/interviews and follow-up actions with candidates;
4. Arrange personnel and financial matters for local and overseas visitors to the Department;
5. Provide secretarial support for the personnel review exercise conducted by the Departmental Performance and Assessment Committee and the Departmental Staffing Committee;
6. Perform general office administration for Departmental events and undertake ad hoc tasks as required; and
7. Perform any other duties assigned.

Requirements

1. A Bachelor’s degree with at least 6 years’ work experience in university or corporate administration, along with knowledge of financial management and handing sensitive information;
2. Attention to detail and the ability to efficiently prioritise multiple tasks, with competence in handling complex clerical duties;
3. Self-motivation with a strong sense of responsibility and being an excellent team player; the ability to meet tight deadlines and work independently in a fast-paced environment; and
4. A good command of written and spoken English and Chinese (including Putonghua) are required.
5. Proficiency in IT skills, along with strong interpersonal, organisational, problem-solving, and communication skills, is highly preferred.

Candidates with less experience may be considered for appointment as Executive Assistant II.

Shortlisted candidates will be invited for an interview.

Salary and Conditions of Service

Remuneration package will be highly competitive, commensurate with qualifications and experience. Appointment will be made on a fixed-term contract; fringe benefits include gratuity, leave, medical and dental schemes.

Information and Application

Further information on the posts and the University is available at http://www.cityu.edu.hk, or from the Human Resources Office, City University of Hong Kong, Tat Chee Avenue, Kowloon Tong, Hong Kong [Email : hrojob@cityu.edu.hk/Fax : 2788 1154 or 3442 0311]. 

To apply, please submit an online application at http://jobs.cityu.edu.hk. The closing date is 28 September 2025. Applications will receive full consideration and only shortlisted applicants will be contacted. The University’s privacy policy is available on the homepage.

City University of Hong Kong is an equal opportunity employer. We are committed to the principle of diversity. Personal data provided by applicants will be used for recruitment and other employment-related purposes.

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