Personal Assistant to Distinguished Professor (at the rank of Administrative Assistant II) in the Department of Mathematics (Ref.: 537105)
The Role
The Department of Mathematics is seeking a highly skilled and proactive Personal Assistant to support a distinguished Professor and related academic initiatives. The appointee will be responsible for a wide spectrum of administrative duties, including but not limited to managing complex calendars, travel arrangements, and correspondence; organizing meetings, conferences, lectures, seminars, and other academic or public events; arranging schedules for visitors and coordinating logistics for academic and public engagements; liaising with University departments and external collaborators on behalf of the Professor; handling reimbursements and procurement processes as required; and assisting with grant applications, research proposals, progress reports, and other research-related documentation.
The appointee will also play an important role in supporting the Professor in the establishment and development of a new institute. This will include assisting with the formulation and implementation of administrative procedures, operational guidelines, and internal workflows that comply with University policies and relevant regulations, while supporting efficient day-to-day operations.
In addition, the appointee will support the institute’s mission to promote high-level academic exchange by facilitating engagement with leading mathematicians, collaborators, visitors, and students, and by helping to create an intellectually vibrant environment for research discussions, knowledge sharing, and student mentoring.
The appointee will also perform any other duties as assigned.
Qualifications and Qualities
• A Bachelor’s degree or above, with at least 10 years’ relevant work experience in administration
• Excellent command of both spoken and written English and Chinese, including Cantonese and Putonghua
• A high level of computer literacy and IT skills
• Strong organizational, interpersonal, communication, and problem-solving skills, with the ability to liaise confidently and professionally with distinguished scholars, senior administrators, external partners, visitors, students, and other stakeholders
• Strong project coordination skills, with the ability to prioritize multiple tasks, translate broad objectives into clear operational steps, and follow through effectively under pressure
• Mature, meticulous, self-motivated, discreet, and service-oriented, with a high level of professionalism and attention to detail
• Adaptable and proactive, with sound judgement in handling evolving priorities, particularly during the development of a new institute or research platform
• Experience in supporting senior academic, scientific, institutional, or executive leaders in a university or research environment would be a strong advantage; knowledge of university operations, research administration, grant processes, international collaborations, and academic event coordination would be desirable
What We Offer
The appointment will be made on fixed-term full-time contract for 2 years, to commence as soon as possible with the possibility of renewal subject to satisfactory performance. A highly competitive salary commensurate with qualifications and experience will be offered, together with contract-end gratuity and University contribution to a retirement benefits scheme at 10% of basic salary.
How to Apply
The University only accepts online applications for the above post. Applicants should apply online and upload an up-to-date C.V. Review of applications will commence as soon as possible and continue until September 10, 2026, or until the post is filled, whichever is earlier. Shortlisted candidates will be invited to an interview.
The University is an equal opportunities employer
and is committed to equality, ethics, inclusivity, diversity and transparency
