Switching-Time, the integrated boutique agency based on Shanghai is looking for an Administrative Assistant to join our team.

This is an exceptional opportunity to work in a truly unique creative agency and across an enviable collection of consumer lifestyle clients.

Job Purpose
Administrative Assistants ensure the efficient day-to-day operation of the office, and support the work of management and other staff.
Primary Duties and Responsibilities
Administrative Assistants perform a wide range of duties including some or all of the following:
Reception
• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquires to the appropriate staff members
• Reply to general information requests with the accurate information
• Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration
• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail and courier deliveries for distribution
• Prepare and send outgoing mail, and courier parcels
• Purchase, receive and store the office supplies ensuring that basic supplies are always available
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting and other arrangements for staff
• Coordinate the maintenance of office equipment
Assist with financial management
• Use computer software to prepare invoices
• Administer petty cash according to established procedures
• Assist with financial reports as required
Provide Top management support
• Prepare meeting agendas and supporting material for distribution
• Support with meeting, travel and other arrangements
• Draft minutes meetings

Knowledge, skills and abilities
• Experience: 1-3 years experience in an office setting
• Education: High School Diploma or BA
• Computer proficiency: Proper knowledge in Microsoft office programs
• Communication: English and Mandarin speaking and writing in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
• Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

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