Executive Assistant
World Economic Forum LLCBeijingUpdate time: June 18,2019
Job Description
EXECUTIVE ASSISTANT
Supporting and reporting to the Chief Representative Officer, Beijing Office
The World Economic Forum, committed to improving the state of the world, is the International Organization for Public-Private Cooperation.
The Forum engages the foremost political, business and other leaders of society to shape global, regional and industry agendas.
Team Description
The Beijing Representative Office of the World Economic Forum was established in 2006: It works to integrate Chinese leaders from government, business, and academia into the communities and initiatives of the Forum. Since the opening of the Forum Beijing Representative Office, China’s economy has grown rapidly leading to an increasingly prosperous society. Along with growth and prosperity, China encounters major challenges such as rapid urbanization, pollution and ensuring greater social inclusion, among others. At the same time, opportunities are opening for Chinese enterprises to go global, upgrade manufacturing value chains and broaden innovation and entrepreneurship as China becomes ever more integrated in the global economy.
Duties and Responsibilities:
- Work closely with the Chief Representative and his leadership team to help their teams be successful and help to create a culture of collaboration, creativity, efficiency and effectiveness
- Responsible for daily office agenda and tasks, organizing team meetings and preparing documents, leveraging the Forum’s preferred digital tools, creating an accessible, structured filing systems
- Managing the Chief Representative’s diary, travel plans, on-site support for events when necessary (including research support for external speaking engagements), and handling communications with C-Suite constituents on a daily basis in a trusted and confident manner
- Understand the office and teams’ work flows, support the coordination of institutional workflows (e.g. year-end reviews, budget, managing board update), help to ensure the Beijing office maintains strong governance and conscientious communication
- Act as a sounding board and connector to help the Chief Representative and his team to build long-term relationships and effective collaboration by supporting a constant flow of communication and feedback, fostering a strong one-team and “One Forum” spirit, and channelling communication flows to create value and achieve higher results
- Stay ahead of the curve to ensure team interaction is optimized and information and knowledge sharing, aligning and creating value is facilitated
- Help connect the Chief Representative with the rest of the organization, by supporting a trusted flow of communication, high responsiveness and care
- Being the “Primary Engagement Manager” for the Chief Representative, making his life easier to deal with on a daily basis, including help with the small amount of personal hurdles that he or his family may face, living in a different country
Preferred Requirements and Experience:
- A minimum of eight years as an Executive Assistant/ Personal Assistant, supporting a top level senior or chief executive, in international and global organizations
- Masters degree in business, marketing, communications, English literature or related fields
- Proven experience providing organizational support for cross-functional teams
- Able to produce high-quality and accurate work, in flawless English and Chinese, in a timely manner including organizing high-level meetings, making executive travel arrangements and providing precise and accurate administrative support (including expense reports, overseeing absence requests and planning, etc.)
- Strong service orientation towards internal and external parties; ability to collaborate with other team members or offices in the delivery of highly connected tasks
- Ability to handle conflicting priorities under stress and flexibility in the face of change, and schedule diaries across multiple time-zones with the utmost discretion and accuracy
- Comfortable working in a challenging, quick and dynamic entrepreneurial and high-pressure environment
- At ease working with people from diverse cultures, across multiple teams in various geographic locations
- Excellent command of written and spoken English and Chinese
- Exceptional interpersonal skills with an outgoing and highly service-oriented personality
- Confidence, maturity and diplomacy, poised to work in a challenging environment (e.g. familiarity with the dynamics of working in a country-level office, coordinating with headquarters )
- Strong IT skills, with good knowledge of Microsoft Office; knowledge of the Salesforce platform a plus
Why work at the World Economic Forum
The Forum believes that progress happens by bringing together people from all walks of life who have the drive and the influence to improve the state of the world by building awareness and cooperation, shaping mindsets and agendas, and driving collective action. Join us and become a driver for positive change.
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