This position is to support Finance VP

Responsibilities:

Travel arrangements

-            Aware of managers’ travel schedule by reading their incoming mails

-            Plan the travel options for best cost and time efficiency

-            Discuss upcoming travel plans on regular basis

-            Keep the managers’ calendars up-to-date

-            Access travel information from all relevant sources to provide best options: company provided electronic computer software, relevant reference material, direct airline/hotel contact, secretaries in destination offices, travel agent

-            Keep people informed of the managers’ travel schedules

-            Coordinate with others secretaries on group travel, share car pick-ups and favorable rates

-            Keep track managers’ visas expiry dates.  Take initiative to remind them

-            Coordinate well with travel agent on all arrangements to avoid problems, time delays and unnecessary costs

-            Remind managers of schedules

-            Copy travel schedules to managers’ family

Internal & external communications

-            Willing to offer help for others

-            Screen calls and inquiries (esp. buffer manager from “cold calls”)

-            Respond to e-mails on timely basis

-            Respond e-mails/calls on behalf of managers(copy to appropriate parties)

-            Keep related parties posted on update information

-            Sort incoming mail (in priorities with good sense of urgency)

-            Mandarin competency and translation for manager

-            Inform related parties of managers’ inability or delay to attend meetings due to change of travel schedules or other urgent circumstance

Documents/Computer

-            Meet managers’ presentation/document needs according to managers’ expectations regarding content, format, distribution and deadline (clarify if uncertain)

-            Submit own divisional file on time to the point person of the project for final combination

-            Proficiency at :

1.        Word, Excel, Powerpoint

2.        Quality visual format (clearly convey content, professional appearance)

3.        Appropriate choice of application

4.        Competent use of application functionality (e.g. table in Word, calculation in Excel and drawing in Powerpoint, linking files across applications)

-            Email and Schedule+ (according to managers’ system)

Preparation of off-site meetings/conf

-            Coordinate well with related people (e.g. secretaries, hotels, travel agent)

-            Take initiatives to assist anyone with queries

-            Provide a detailed logistics

Requirements:

-            At least 2 years’ working experience as secretary in MNC.

-            Fluent English communication skills, for will contact with foreign colleagues

-            Organized and rigor, all office IT package (PPT, Word, Excel...),

-            Good communications skills, for will often contact with AP managers or directors

-            Pleasant, mature and serious.

-            Document controlling knowledge

可以2周内入职者优先

Email: mp0178@manpower.com.cn