Assistant to Executive Director
The role, referred to as an executive secretary or executive assistant, is to work closely with the Executive Director to provide high level administrative support to GI China. The Assistant helps the Executive Director makes efficient use of his/her time in managing the Institute’s activities through a broad range of secretarial and administrative tasks.
The Assistant will report to the Executive Director directly.
Duties and Key Responsibilities
Organise the diary/schedule of the Executive Director to ensure that his/her time is allocated appropriately and that essential tasks are completed in appropriate time, in order to meet critical deadlines; and to organise all travel and logistics for the Executive Director.
• Organise and maintain diaries and appointments for the Executive Director
• Coordinate and remind the Executive Director of daily administrative and academic activities and meetings
• Organise meeting agendas to ensure the Executive Director is well-prepared
• Attend necessary meetings and produce high-quality minutes in good time
• Produce documents, briefing papers, reports and presentations for the Executive Director as required
• Deal with incoming email, faxes and mail for the Executive Director
• Organise the Executive Director’s travel plan and schedule, book flights, hotel, transportation, other necessary arrangements and professional itineraries
• Manage the Executive Director’s reimbursement issues, including mobile phone, travel costs, utilities of apartment, etc.
• Review the Executive Director’s CV to keep all information up-to-date, including presentations, publications, and grants; and keep a record of all documents and information related to the this CV
• Support the Executive Director in grant applications.
To efficiently support administrative work of Executive Director Office.
• Welcome and attend to visitors
• Liaise with clients, suppliers and other staff
• Maintain new contract / agreement registration in contract spreadsheet, facilitate the sign off of contracts and upload e-copies to S drive
• Translate documents or policies as required
• Support communications in writing/translation/events
• Lead/assist team building and annual retreat events
• Support the consolidation of Board reports
• Draft emails to all China staff for necessary communications
• Arrange logistics and meeting schedule for colleagues from other TGI offices and external stakeholders
• Liaise with key stakeholders for key days or events
As a Team Member:
• Participate in team meetings and activities
• Participate in objective setting and performance management
• Participate in special projects to improve processes, tools, systems and organization of GI China
Occupational Health and Safety
• Comply with OH&S legislation and operate in accordance with established OH&S practice and procedures at The George Institute
• Promote and contribute to a safe, secure environment for staff and visitors
Skills, Knowledge, and Experience
• Bachelor degree or above in Management, English and related area, preferred with formal secretarial training
• Strong planning and organisation skills and detail-orientated in daily work
• At least 2 years experience in secretarial work, preferably in a global foreign company
• Fluent in spoken and written English and Mandarin
• Solid computer skills particularly Microsoft Office related software programs
• Strong interpersonal skills, particularly the ability to interact with different levels of people, with a sense of internal customer focus, and is a team player
• Conscientious and mature in daily work, particularly in dealing with sensitive or confidential matters; and has a high level of initiative and able to work independently and reliable.
• Ability to work in a fast-paced environment and work under pressure.
Type of career: Jobs
Application close date: 30/11/2016