Secretarial Support
● Handle a wide range of administrative and executive support related tasks for the China Chairman and COO
● Prioritise and manage multiple projects simultaneously and follow through on issues in a timely manner
● Screen emails and telephone calls
● Professionally handle matters and make judgments whenever is appropriate on behalf of the CEO/China.
● Right-Hand Person: anticipating needs, dealing with the unexpected, acting as liaison between Senior leaders and staff, handling confidential matters.
● Research and investigate information to enable strategic decision-making by others
● Approve decisions, requests, expenditure and recommendations on behalf of senior people in their absence, according to agreed guidelines and policies
● Perform other ad hoc duties as per assigned by the China Chairman and COO
Diary Management
● Diary management, pre-empting and resolving conflicting priorities.
● Proactively collecting information and data to support the China Chairman and COO’s activities
Meeting Preparation
● Assist in preparation of presentation materials
● Responsible for demanding calendar management and travel arrangements requiring interaction with both internal and external Senior Leaders, Principals and their Assistants to coordinate a variety of complex meetings and events
● Arrange and participate in meetings, conferences, and project team activities
Communication
● Work closely with other Senior Leaders and key stakeholders as necessary
● Communicate and provide information by relevant methods internally and externally
● Arrange and co-ordinate meetings and events, booking venues, equipment and refreshments
● Attend meetings and take minutes / actions
● To ensure all visitors for the company are dealt with in a professional manner
Information Collection
● Prepare documents: various reports for various meetings as requested
● Organise timely reporting, manage meetings including taking minutes and following through agreed actions
● Interpret instructions and issues arising, and then implement actions according to administrative policies and procedures
Finance
● Manage all expense claims for China Chairman and COO
● Create financial and statistical tools and reports using Microsoft Excel and Microsoft PowerPoint
Qualifications/Experiences/Skills
● Bachelor degree or above
● At least 8 years working experience as EA in multinational companies
● Excellent organisational skills and high attention to details
● The ability to work to tight deadlines and adaptable to working in a fast paced ever changing environment
● Must be a team player, willing to help and be flexible
● The ability to remain confidential with sensitive information
● Able to handle multiple tasks concurrently
● Excellent communication and coordination skills
● Fluent in both written and oral English
● Strong MS office skills (especially PPT, MS Word, Excel)
● Excellent interpersonal skills
Personal Attributes
● Highly efficient, self-independent and have strong willingness to learn
● Honest and reliable, has strong sense of responsibility
● Ability to work under pressure and remain calm
● Resilient and reliable
● Very visibly demonstrates integrity in their interactions with colleagues
● Inclusive and collegiate whilst comfortable with tackling difficult people issues
● Willingness to take on multiple tasks
● Open minded and flexible