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Executive Assistant
4 months ago
Description/Function:
- Calendar management – Schedule meetings, events, appointments and travel arrangements; troubleshoot calendar conflicts; make judgements and recommendations to ensure smooth day to day engagements.
- Consistently coordinating, prioritizing, and monitoring incoming communications including emails, phone calls, and mail to ensure that all scheduling is coordinated and confirmed, appropriate parties are informed, and urgent matters are addressed promptly.
- Manage office administration to assure the practices are compliant with company policies and procedures and maintain close liaison and coordination with all colleagues, managers, and executives.
- Assist VP/GM in coordinating with all parties for the region’s regular meetings with the presentation materials consolidated.
- Assist VP/GM in coordinating and consolidating initial meeting materials for quarterly global meeting.
- Organizes executive’s expenses and prepares reports for timely submission and approval.
- Manage the Company’s travel software, Concur Solutions, with assisting employees with questions, troubleshooting issues, and assistance with bookings as needed.
- Work closely with accounting team with regards to Concur Solutions expense reimbursement questions as it relates to an employee’s expense.
- Support other MEC region offices’ overseas traveler’s U.S. domestic business trip requests, including flight, hotel, and rental car bookings, and ensuring their accommodations and travel requests are met.
- Provide general administrative support, such as ordering office supplies, and other office building related services and managing any other administrative tasks as required.
- Managing special projects and initiatives as assigned by executives, ensuring timely completion and delivery.
- Scan, organize, and maintain electronic documents, files, and records, ensuring information is accurate, up-to-date, and easily accessible.
- Supports communication within the organization including drafting professional pieces of communication and send company-wide notices as needed.
- Provide a bridge for smooth communication between the executive team, business departments, and outside resources.
- Perform other tasks as assigned by management.
Qualifications:
- Bachelor’s degree.
- Minimum 5 years of experience supporting high level executives.
- Fluent in English and Mandarin.
- Excellent organization, analytical, written, and oral communications skills.
- Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgement.
- Ability to think creatively and strategically to solve complex problems.
- Candidates must be self-motivated, customer service oriented, and eager to ensure the success of the team.
- Ability to function independently, with minimal supervision, and thrive within a fast-paced and sometimes ambiguous environment.
- Excellent computer knowledge, advanced Microsoft Office proficiency.
- Ability to maintain professionalism and confidentiality in all interactions.
