Executive Officer (Ref. 260924003-IE)

OFFICE OF THE VICE PRESIDENT (STUDENT AND GLOBAL AFFAIRS)

Executive Officer (Ref. 260924003-IE)

Duties

The appointee will be required to: 

(a) provide high-level administrative support to the Office and ensure effective management of records and documentation; 

(b) provide secretarial and administrative support to committees, working groups and meetings, including the preparation of agendas, papers and minutes; 

(c) assist in preparing and reviewing a wide range of correspondence, reports, briefing documents, presentation materials, speeches and other communication materials with accuracy and professionalism; 

(d) maintain effective liaison and communication with internal and external stakeholders to facilitate coordination and collaboration; 

(e) support data collection, analysis, processing and reporting for management review and decision-making; 

(f) leverage relevant technologies, digital tools and AI-enabled applications, where appropriate, to enhance work efficiency, content preparation, data handling and administrative processes; 

(g) oversee junior staff members of the Office, if any; and 

(h) perform any other duties as assigned by the Vice President (Student and Global Affairs) or his delegates. 

The appointee may be required to work outside normal office hours occasionally. 

Qualifications 

Applicants should: 

(a) have a recognised degree or above, plus at least five years of relevant administrative, executive support and/or secretarial experience, preferably in a tertiary education institution or sizable organisation; 

(b) have an excellent command of written and spoken English and Chinese, with fluency in Putonghua being an advantage; 

(c) possess excellent written communication skills, with the ability to prepare and review speeches, reports, briefing documents, presentation materials, correspondence and other communication materials accurately and professionally; 

(d) have strong interpersonal, liaison, coordination and organisational skills, with the ability to engage with stakeholders effectively; 

(e) have good digital literacy, with the ability and willingness to adopt relevant technologies, digital tools and AI-enabled applications to enhance work efficiency, content preparation and output quality; 

(f) be highly self-motivated, proactive, detail-oriented and responsible, with the ability to work independently and collaboratively as part of a team; and 

(g) be able to work under pressure, manage multiple priorities and meet tight deadlines. 

Shortlisted candidates will be invited to sit for a written test. 

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/management).  Consideration of applications will commence on 8 October 2026 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 at https://www.polyu.edu.hk/hro/equal_opportunities_diversity_and_inclusion/.