Administrative Coordinator

About the role

We're looking for an Administrative Coordinator to keep the heart of our organisation running smoothly — from meetings and membership to HR, insurance and everything in between. You'll work closely with our President, Secretary General and Office Bearers, and no two days will look quite the same.

Key responsibilities

• Coordinate Council meetings — schedule sessions, prepare agendas, and record and circulate clear minutes.
• Manage our membership database: data entry, renewals, reminders, payments, and data-protection compliance.
• Keep members connected through newsletters, updates and event invitations.
• Support HR from end to end — posting roles, onboarding new hires, and maintaining employee records.
• Oversee insurance policies, renewals and records to keep the organisation well covered.
• Look after inventory — uniforms, corporate gifts and promotional items — including stock-taking and reorders.
• Provide general administrative support, manage shared inboxes and collaboration tools, and lend a hand to the Fundraising Committee.
• Assist the President with day-to-day tasks.

About you

• Strong organisational skills and a sharp eye for detail.
• Confident with databases, email and collaboration tools (video conferencing, shared drives).
• A discreet, trustworthy approach to handling sensitive information.
• A warm, collaborative team player who takes initiative.
• Clear written and spoken communication.

About us

Hong Kong Association of the Order of Malta (HKAOM) is a Catholic charitable organisation serving those in need across Hong Kong.