(Assistant) Manager, Charities (IoP - Representative Offices in Guangzhou)

The postholder is based at the Institute of Philanthropy's Representative Office in Guangzhou, providing comprehensive administrative and technical support for its operations in the Chinese Mainland. The role covers daily office functions, event and travel organisation, desk research, project and partnership tracking, reception duties, document review, knowledge consolidation and cross-divisional administrative coordination. It also requires close liaison with partners in Hong Kong and the Chinese Mainland to facilitate effective communication, as well as coordination between the Representative Office and Headquarters.

• Oversee the team's administrative tasks, provide support for day-to-day operations as necessary, and complete other tasks as assigned by supervisors.
• Assist in the coordination of events including networking events, multi-disciplinary forums and delegation receptions, covering team communications, preparing schedules, reserving and setting up venues, arranging catering and producing minutes.
• Facilitate staff travel by submitting proposals, coordinating bookings and accommodation, preparing itineraries, organising travel documents, arranging business entertainment and processing expense claims.
• Track the progress and outcomes of all Mainland projects and partnership activities, proactively identify and advance next steps, and consolidate and report on key team achievements.
• Manage the coordination of reception requests and visit invitations, arrange all aspects of important receptions and visits, manage associated records and provide scheduling support to ensure events are well prepared and executed.
• Draft and review key documents such as annual plans, reports, papers and agreements, guaranteeing their quality, accuracy and compliance with the organisation's editorial standards prior to submission.
• Synthesise and analyse internal knowledge materials to extract key findings, prepare and deliver presentation materials, and curate and translate content to suit specific target audiences.
• Facilitate key administrative processes by coordinating with Club divisions on core tasks including budget monitoring and reporting, vendor engagement and procurement, and branding and communications initiatives.
• Serve as the key point of contact for partners in both Hong Kong and the Chinese Mainland, managing logistical arrangements, drafting bilingual emails and preparing comprehensive event briefs by compiling and integrating all relevant documentation.
• Translate documents between English and Chinese, including conversion between Simplified and Traditional Chinese character sets, ensuring terminology aligns with regional preferences.
• Facilitate coordination between the Representative Office and Headquarters to deliver key initiatives in the Chinese Mainland, producing reports, presentations and other necessary documents for Head Office review.

• Bachelor's degree.
• At least 3 years of relevant working experience.
• Excellent communication skills in English and Mandarin are essential.
• Events organisation and management experience.
• Strong analytical abilities and ability to apply strategic frameworks and problem-solving approaches.
• Ability to draft formal written materials in both Chinese and English.
• Good team working and cross-departmental collaboration skills, high-order thinking skills and time management skills.

• Working experience in fields related to philanthropy, broadly including academia, non-profit, sustainability, health and social science.
• Knowledge of the Hong Kong and/or Mainland philanthropy sector.
• Proficiency in Cantonese.

• Based at the Institute of Philanthropy's Representative Office in Guangzhou.

• Competitive salary and benefits package (no specific range stated).

• Dynamic working environment.
• Development opportunities.