Assistant Manager (Events) (at the rank of Executive Officer) in the Communications and Public Affairs Office of the University of Hong Kong (Ref.: 537144)
The Communications and Public Affairs Office (CPAO) advances the University of Hong Kong’s global reputation and institutional impact through strategic communications, media relations, digital channels, publications, events, external and internal communications, and community engagement. CPAO is building a portfolio of thought-leadership events that showcases HKU’s research strengths and convening power, while bringing leading academics, researchers, policymakers, business leaders, philanthropists, media, and the public into substantive dialogue on issues of global importance.
We are seeking an energetic, intellectually curious, and highly organised professional to join the Events team as Assistant Manager (Events). The appointee will report to the Senior Manager (Events), or another designated line manager. The postholder will provide research, coordination, administrative, and delivery support for major public-facing thought-leadership programmes — including flagship conferences, leadership dialogues, lecture series, roundtables, and hybrid events — in Hong Kong, mainland China, and, where appropriate, internationally.
Key Responsibilities
As Assistant Manager (Events), you will:
- Assist the Senior Manager (Events) or other line managers in implementing approved plans for CPAO’s thought-leadership events portfolio, including by preparing research, briefing materials, event plans, and implementation proposals;
- Research timely themes, prospective speakers, institutions, audiences, partners, and relevant events; prepare concise recommendations and background materials to support CPAO programmes;
- Coordinate defined event workstreams from planning through on-site delivery and post-event follow-up, including project schedules, run sheets, speaker and VIP liaison, venue and production coordination, registration, hospitality, protocol, risk logs, and reports, escalating decisions and material risks to the line manager as appropriate;
- Liaise with HKU faculties, academic units, researchers, and relevant CPAO colleagues to obtain and organise institutional content, information, and approvals for external-facing event programmes;
- Maintain day-to-day liaison with speakers, government and regulatory bodies, industry organisations, foundations, donors, media, suppliers, and other partners in Hong Kong, mainland China, and overseas, under the guidance of the line manager;
- Provide administrative and coordination support for sponsor and partner engagement, including the preparation of proposals, benefits trackers, briefing materials, acknowledgements, and stewardship arrangements;
- Coordinate event publicity and audience-development activity with CPAO colleagues, including invitations, event webpages, social and digital content, media materials, event collateral, livestreaming, recordings, and post-event content;
- Assist with budgets, procurement documentation, vendor briefs, quotations, contracts, payment processes, and event performance reports, ensuring accurate records, sound financial control, and timely delivery;
- Use digital and AI-enabled tools responsibly to support research, planning, project coordination, audience engagement, and event communications, while applying professional judgement, fact-checking, and appropriate data and confidentiality safeguards; and
- Perform other duties assigned from time to time.
Qualifications and Qualities
Applicants should possess the following qualifications and attributes:
- A good university’s degree in communications, marketing, event management, public affairs, journalism, arts and culture management, or a related discipline. A higher degree would be an advantage;
- At least five years’ relevant experience in event management, communications, public affairs, partnerships, or programme development, including demonstrable ownership of complex, public-facing conferences, forums, summits, or comparable large-scale events;
- Experience in higher education, research, policy, media, international organisations, professional associations, philanthropy, or high-quality events and exhibitions would be strongly preferred;
- A genuine interest in current affairs, research, innovation, and public policy, with the ability to undertake reliable research and prepare clear written materials in support of thought-leadership event planning;
- A strong record of coordinating multiple deadlines, stakeholders, suppliers, and operational details with sound judgement, discretion, attention to detail, and composure under pressure;
- Excellent written and spoken English and Chinese, with proficiency in both Cantonese and Putonghua. Experience supporting engagement with mainland Chinese and/or international stakeholders would be an advantage;
- Strong communication, stakeholder-management, and team-working skills, with the ability to liaise professionally and effectively with academics, executives, speakers, suppliers, and external partners;
- Sound budget-management, procurement, and vendor-management skills. Experience supporting sponsorship, fundraising, donor, or partnership development would be an advantage;
- Proficiency in office software and digital-event platforms, online registration systems, livestreaming workflows, and social/digital content production. Practical, responsible experience using AI tools and data analytics to improve event planning, research, communications, or audience engagement is expected; and
- A service-oriented, collaborative, and self-motivated approach, with willingness to work outside of regular work hours and be on duty as required, including weekends and public holidays when event delivery requires.
What We Offer
The appointment will be made on a fixed-term full-time contract for two years, commencing 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 the basic salary. Other benefits include annual leave and medical benefits.
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 October 3, 2026, or until the post is filled, whichever is earlier.
The University is an equal opportunities employer and is committed to equality,
ethics, inclusivity, diversity and transparency.
