Senior Executive Assistant, President Office, Shanghai

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Job Description

RESPONSIBILITIES:

• Schedule Management: Fully responsible for the General Manager’s schedule planning, including meeting arrangements, itinerary coordination, and appointment management to ensure reasonable and efficient time allocation while proactively addressing potential schedule conflicts.
• Meeting Management: Responsible for organizing the entire process of meetings hosted or attended by the China President, covering meeting preparation, agenda formulation, material preparation, minutes drafting, action item tracking, and post-meeting follow-up to ensure the effective implementation of outcomes.
• Document Management: Assist the China President in drafting, reviewing, and managing important documents such as work reports, strategic plans, and cooperation agreements, ensuring documentation aligns with accuracy, standardization, confidentiality, and company compliance requirements.
• Internal and External Communication: Act as a vital communication link between the China President and various departments, partners, and external institutions by timely transmitting information, providing feedback, coordinating resources, and ensuring seamless communication.
• Project Support: Assist the China President in supporting and driving key company projects by monitoring progress, organizing project data, coordinating resources, and delivering insights for decision-making.
• Information Integration: Gather, organize, and analyze industry trends, market insights, and operational data to provide accurate, timely, and actionable references for the China President’s strategic decisions.
• Business Travel Arrangement: Oversee the China President’s travel plans, including transportation, accommodation, and itinerary connections, ensuring smooth execution and efficiency during business trips.
• Event Coordination: Support the planning and execution of company-wide or external events involving the China President, ensuring all organizational elements align with corporate standards.
• Stakeholder Relations and Conflict Resolution: Aid in maintaining and building strong relationships with key stakeholders while efficiently addressing unexpected or urgent matters requiring the China President’s attention.
• Process Optimization: Proactively identify opportunities to enhance administrative workflows and improve operational efficiencies across China President-related processes.
• Confidentiality and Risk Management: Safeguard sensitive corporate information and ensure appropriate preparations for unexpected crisis situations requiring the China President’s intervention.
• Other Affairs: Address other ad-hoc tasks assigned by the China President and assist in fostering productive internal and external company relations

Qualifications & Skills:

• Organizational and Coordination Skills: Demonstrated ability in scheduling, resource coordination, and task management;
• Communication Skills: Strong verbal and written communication skills, capable of managing cross-departmental communication and stakeholder relationships;
• Analytical Ability: Proficient in data analysis and information synthesis to support data-driven decision-making;
• Execution Capability: High sense of responsibility and efficiency in task follow-up and completion;
• Stress Management: Capable of thriving in a fast-paced, high-pressure environment with agility and adaptability;
• Confidentiality Awareness: Strong ethics and professionalism, particularly in handling confidential information.

Technical Proficiency:

• Proficient in office software (e.g., Word, Excel, PowerPoint, etc.);
• Skilled in using scheduling tools and data analysis tools.

Language Proficiency:

• Excellent proficiency in written and spoken English and Mandarin, with the ability to handle bilingual communications and documentation.

Professional Traits:

• Detail-oriented, with a strong focus on accuracy and operational efficiency;
• Self-motivated with exceptional time management and prioritization skills;
• Presentable and professional demeanor, with excellent etiquette and interpersonal skills.

Level of Education

• Bachelor’s degree or above, preferably in Administration, Business Management, or related fields.

Working Experience in Relevant Field

• At least 5 years of experience as an Executive Assistant or similar role supporting senior management;
• Familiarity with corporate operations and executive support processes.

Professional Knowledge and Skills

• Previous experience in multinational corporations or direct collaboration with executives is preferred;
• Familiarity with event planning and project management is a plus

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