Objective of job
- Administrative support to Director for smooth office management and internal & cross-department communication: provide full administration services and secretarial support to Director, such as business trip planning and arrangemetns etc; prepare and proceed documentation for signature process; prepare and consolidation of weekly and monthly report;
- Function support to Director and whole department; support and carry out (specific) business requests on demand;
- Maintain communication among functions and in/between departments
Task Allocation
Administrative Support to Director
- Provide full administration services and secretarial support to Director: e.g. business trip planning and arrangements, including flight, hotel, transportation and claim etc.; updating planners/schedules, monitoring meetings/appointments, collecting topics and sending out meeting minutes, making sure appointments and activities are arranged appropriately and with notifications in due time if necessary;
- Prepare and consolidate topics for weekly and monthly management reports;
- Review and screen incoming emails and mails; classified by nature and priority;
- Assist with system approval request with preparation and pre-view if necessary; System approval on behalf of Director
- Maintain system delegation regularly esp. before biz trip/vacation;
- Prepare and proceed documentation for signature process;
- Health insurance claim;
- Other tasks related to administration
Coordination and other assistance
- Department event (department meetings. workshop, team building etc.) organization and facilitation;
- Assist preparation and edition of “Compendium of Technical Regulaion”;
- Follow up employee survey results and countermeasures;
- Coordinate preparation for annual internal and external audit, modify and update process documentation, conduct pre-check, follow up countermeasures if needed;
- Monitor and track company mandatory training completion status and remind by due date;
- Company and cross department activities/events arrangement and coordination;
- Coordinate external and internal visitors, support visitors coming to China (including visa support);
- Administration support to the team e.g. stationary ordering;
- Take over and promote/simulate projects or tasks outside daily operational business and scope of core responsibility;
- On-demand support to Director
Department central procurement management
- Initiate contract (PO/PR, special buy) in system;
- contract content coordination, sign-off process follow-up;
- payment follow-up;
- MB accessory procurement and management
Communication
- Maintain communication among functions and in-between departments;
- Facilitate communication between Director with management or counterparts of BMBS, MBAG and legal entities of Greater China, and with external parties if needed