Vacancy – Administrative Assistant of Asian Infrastructure Investment Bank (AIIB)

AIIB would like to select suitable candidates to fill the position of Administrative Assistant. Monthly salary (before tax and social security insurance deduction) will be between RMB 11,000 and 15,000 yuan which is based on the competencies and skills demonstrated by applicants in the interview and experiences.

Title: Administrative Assistant
Job Type: Outsourced (Chinese Nationality only)
Work Hours: Full-time
Location: Chaoyang District, Beijing
Monthly salary (before tax and social security insurance deduction) will be between RMB 11,000 and 15,000

The Asian Infrastructure Investment Bank (AIIB) has the mandate to foster economic growth in Asia by investing in infrastructure and other productive areas and promoting regional cooperation and partnership.

The key responsibility of the Administrative Assistant is to provide necessary support to the senior executive(s) and the department/division with complete secretarial and administrative services, including secretarial services, administrative as well department budget management and coordination, liaison with internal & external contacts, general data analysis and basic research work etc.

Specific Responsibilities include but are not limited to:

-Manage senior executive(s)’/Officer(s)’ schedule, maintain up-to-date files and records of all correspondence and documentation related to the office/department that the assistant is working for.
-Ensure the timely and smooth implementation of logistics surrounding key tasks in the department including assisting in visa application for staff members, coordinating travel schedule, preparing meeting agendas and all travel documents including travel memo, budget management / coordination, expenses claims, etc.
-Provide logistical support for the organization of meetings, events, workshops and conferences; provide full scope of logistical support, including preparing for schedules, informing participants, confirming dates and times, sending electronical or paper invitations, drafting slides, taking and distributing minutes and notes, and other support may be instructed.
-Support the planning, management and administration of the department budget and assist in developing, tracking and monitoring of the budget implementation and reporting.
-Provide support for maintaining and updating departmental internal communication platforms and channels, including the Bank’s intranet, SharePoints, databases and/or other internal communications supporting tools and resources.
-Provide support in handling on/offboarding logistics for professional staff from business side, if necessary. This may involve tasks such as supporting office or workspace arrangements, coordinating with the HR/FAS on/offboarding team, and collaborating with other relevant teams to ensure a seamless on/offboarding process.
-Handle all incoming and outgoing calls, faxes and email transmissions and coordination of appointments; Draft and prepare office memos, letters, meeting minutes, reports and other correspondence as instructed.
-Liaise with internal staff, receive and interact with incoming visitors. Proofread and distribute general correspondence. Maintain office coordination and resolve any issues and inquiries.
-Create, maintain and review office documents, such as process invoices and maintain an up-to-date record of vendor payments; prepare expense/budget reports, memos, and other administrative record by collecting data from various tools and/or consolidating it into reports.
-Assist with data entry/collection/analytics, database maintenance and support basic research. Handle sensitive information in a confidential manner.
-Monitor stationary levels and order office supplies. Coordinate repairs to office equipment.
-Any other tasks that may be assigned from time to time by the supervisor(s).


Candidate Requirements
-Bachelor’s degree or above in related fields from a reputable university
-Minimum 1-2 years of relevant administrative support experience in the international/financial institution;
-Proficient in verbal/written English and Chinese
-Excellent interpersonal, diplomatic and organizational skills as well as ability to juggle multiple priorities
-Self-motivated and detail-oriented; able to work under pressure and meet deadlines; service orientation.
-Experience of working in a multi-national environment with a dispersed workforce will be a plus.
-Ability to deal with extremely confidential and sensitive information.
-Additional language skills on any of the following will be a bonus: Arabic, French, German, Korean, Portuguese, Russian or Spanish.
-Proven experience with MS Office Applications is a must.