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Executive Assistant

2016/06/12 Shanghai 1


Executive Assistant

Job Summary

Performs day-to-day secretarial duties and provides administrative support to Managing Director. Major responsibilities include preparing reports, presentations, letters, charts, graphics, and minutes, with some being of a confidential nature. Composes correspondence, maintains appointment calendars, coordinates travel arrangements, coordinates meetings, reviews and screens correspondence, handles incoming mail and phone calls, coordinates special projects as assigned. Also assists with providing support for other areas of department and being a project team member on projects and assignments as required. Also manages the facility and office equipment/supplies of the office.

Administrative

Includes correspondence and document preparation; Meeting organization, participation and minute preparation; implements proactive processes to better facilitate the time management of the Executive and serves as an information resource. Handles correspondence by taking action of routing or assigning to others and providing follow-up to ensure completion.  Screens calls, arranges appointments, and provides assistance to callers.

Office Management

Ensure smooth operation by managing external contractors including cleaning services and maintenance contractors. Manage and distribute all incoming and outgoing daily mails, faxes and courier package. Coordinate meetings, booking and setup of meeting facilities. Assist with travel, hotel and transport arrangement for visitors or assigned departments. Assist in event management. Manages office and pantry supplies including company assets, furniture and fixtures. Responsible for the operation and preventive maintenance of office equipment. Responsible for general cleanliness and oversee proper housekeeping.

Customer Service

Be responsive to internal stakeholder needs and respond professionally in a timely manner. Serve as single point of contact for office support functions. Actively seek to improve service levels by resolving problems and identifying alternative solutions. Receive guests, process telephone calls, and disseminate company information as appropriate.

Department Development

Anticipates and solves problems which demand foresight, good judgment, ability to prioritize, and great adaptability.  Maintains an awareness of divisional activity, assesses problem areas, gathers information and provides feedback to the Executive, including personal insights related to all aspects of divisional welfare.

Responsible for centralizing the documents for process checking to make sure the procedures are complied with the company policy. Works with others in the department and as a project team member to fulfill department goals and initiatives.

Report Preparation/Tracking

Create, maintain, track, and provide continuous improvement of various company reports and provide assistance/ direction as needed on special projects which span across cross-functional areas of the department/ company.

Leadership

Understands the products and services of other functional organizations and facilitates the flow of information between those functions to maintain mutually beneficial relationships among stakeholders.  Maintains a positive attitude that will help the Executive and the Company achieve organizational objectives.  Initiates and maintains discipline of understanding the obligations and challenges of the supervisor – constantly requires about those activities and responsibilities that can be absorbed and executed by the Executive Assistant.

Special Projects/Project Administration

Takes on special projects as assigned within the department.  Administers and coordinates special projects as directed with the ability to work with limited day to day direction, but recognizes when assistance or direction is needed.  Provides assistance to the Managing Director and other department or team members as needed, to accomplish project objectives.  Attends meetings to assist in information gathering and processing of information.

Team Performance

Provides backup support for other Executive Assistants.  Promotes and develops team momentum, enthusiasm and pride administrative support group.  Establishes and maintains effective relationships with internal and external stakeholders to gain trust and support.

Job Specifications

  1. Bachelor degree in secretarial science or business administration preferred.

  2. Five or more years of experience in a higher-level support function with three years of secretarial experience.

  3. Excellent English grammar and composition skills.

  4. Demonstrates knowledge of company policy, organization, and a high level of technical skill.

  5. Exhibits high level of professionalism.

  6. Strong PC skills, including accuracy and proficiency in a Windows environment, including proficiency in word processing, spreadsheets, graphics, and software.

  7. Require exceptional written and oral communication skills and ability to maintain confidential information.  Discretion and diplomacy are critical skills.

  8. Must possess excellent interpersonal and customer service skills.

  9. Excellent organizational skills, planning and prioritizing multiple tasks and deadlines with outstanding attention to detail and follow-up activities.

  10. This position requires the ability to perform a broad range of assignments with efficiency and accuracy with outstanding attention to detail and follow-up activities.

  11. Must be able to work effectively within a team environment and have the ability to travel up to two or three times per year.


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