Executive Assistant I (Library Service)

Major Duties:

(a)

To contribute to the development of strategic plans, policies, and procedures related to the Learning Resources Centre (LRC);

(b)

To coordinate circulation, activities, workshops, exhibitions and prepare notices, emails and promotional materials;

(c)

To provide cataloguing and acquisition for monographs, non-print materials, e-resources materials and serials, and supervise cataloguing and acquisition work of juniors;

(d)

To assist management in estimating and monitoring funds allocation;

(e)

To assist in preparing and handling the tender schedule;

(f)

To assist in compiling the report of library collection and services;

(g)

To monitor vendor performance and collaborate with vendors and relevant parties on purchasing, maintenance, and support of furniture and equipment;

(h)

To assist in conducting periodical weeding exercise for damaged and outdated materials and carrying out internal stocktaking exercise;

(i)

To assist in managing and updating related content management system / web application / databases, e.g. LibGuides, Leganto Reading lists;

(j)

To assist in planning duty roster, training and supervising staff in daily operation;

(k)

To assist in adopting digital document management and e-form / e-survey;

(l)

To provide clerical support for executive, managerial and professional staff; and

(m)

To assist in handling library user inquiries and complaints, and to liaise with internal and external parties.

Requirements:

(a)

(i)

Level 2 or above in 5 subjects, including English Language*, Chinese Language and Mathematics, in the Hong Kong Diploma of Secondary Education (HKDSE) Examination, or equivalent^; OR

(ii)

Level 2 / Grade E or above in 5 subjects including English Language (Syllabus B)*, Chinese Language and Mathematics in the Hong Kong Certificate of Education Examination (HKCEE); OR

(iii)

Diploma of Applied Education + Maths Plus / Diploma Yi Jin + Mathematics / Project Yi Jin; OR

(iv)

A recognised Certificate / Diploma / Foundation Diploma / Foundation Certificate / Diploma of Foundation Studies; OR

(v)

A recognised Associate Degree / Higher Diploma or above.

(b)

At least 3 years of relevant library experience in the capacity of Executive Assistant II (or equivalent) rank;

(c)

Initiatives at work, as well as administration, communication, interpersonal, and organisational abilities;

(d)

Strong problem-solving skills, ability to work independently and be a good team player;

(e)

Good language proficiency in English and Chinese, knowledge of Putonghua will be an advantage;

(f)

Proficiency in common office application software, including MS Word, MS Excel, MS PowerPoint, MS Teams, MS Forms, Outlook, and Chinese word processing; and

(g)

Applicants who possess / have the following knowledge and experience would be an advantage:

(i)

a recognised certificate / diploma in library studies or librarianship, or equivalent;

(ii)

knowledge and experience in Anglo-American Cataloguing Rules 2R, RDA, Library of Congress Classification and LC Subject Headings;

(iii)

work experience in academic library systems;

(iv)

hands-on experience in Alma Library System; and

(v)

knowledge of HTML, JavaScript, CSS and Python.

Notes:

(1)

Applicants with substantial experience and achievements in the relevant field but without the required academic / professional qualifications OR those with exceptional academic / professional qualifications but with less experience may also apply.

(2)

The appointee(s) will be required to work irregular hours or shifts and perform duties on Saturdays or Sundays as necessary.