Senior Secretary

As a Senior Secretary at Rolls Royce Power System, you will be responsible for to provide a professional secretarial/ personal assistant support to a group of senior managers, and handle administrative affairs and assist in business coordination work.

At Rolls-Royce, we pioneer the power that matters to our customers, to society and to the planet.

MTU is one of the world’s leading suppliers of drives and power systems for marine applications, for heavy land, rail and defence vehicles, and for the oil and gas industry. In the traditional spirit of pioneers and inventors such as our founders, Wilhelm and Karl Maybach, and Rolls and Royce, we work to develop solutions that are fit for the future. These include our 10,000 kW diesel engine, our ecologically sound co-generation module, and our innovative injection systems.

Key Accountabilities :

• Manage diaries for primary senior managers, including arranging meetings, using high level of judgement to manage time and prioritize arrangements. Ensure all resources are in place for meetings, and materials are circulated in advance if necessary; Manage inbox, and mail on behalf of primary managers, using judgement to prioritize. Where appropriate, action emails and make tentative arrangements in anticipation of manager needs.
• Handle telephone and face-to-face enquiries on behalf of primary managers, screening calls and responding to queries; Coordinate complex travel arrangements for primary managers, dealing with any changes which may be required at short notice. Obtain necessary travel documents e.g. visa applications; Produce documentation for primary managers, such as preparing highlights reports using appropriate software for word processing, graphics and spreadsheets, ensuring deadlines are met
• Maintain distribution lists and draft and circulate relevant communications. Co-ordinate regular activities for senior managers e.g. regular reports to board/committees, manage the reporting cycle, and proactively prepare documents as necessary
• Ensure that primary managers have continuity of secretarial provision, including assisting in resourcing internal and external secretarial cover. Provide on-the-job training and technical support to new secretarial starters, and training or coaching existing secretaries in resolving issues and developing skills. Organize and project manage delivery of complex events such as off-site conferences of senior leaders, annual dinner and other customer and team building event with little guidance from managers. Use judgement and organizational understanding to make appropriate administrative, logistical and hospitality arrangements to ensure professional event delivery with appropriate facilities in conjunction with event provider where required
• Support primary senior managers in various kinds of expenses reimbursement; apartment/car/driver lease management; provide immigration support for Non-PRC on work permit, residence permit, and apartment and car leasing etc.
• Undertake general office management activities, including stationery ordering; filing and mail collection and distribution. This includes management of departmental budgets as necessary, ensuring spend is within budget, and taking necessary actions if deviation to budget occurs or is anticipated. Shuttle bus management; manage company stamp and company level documentation, e.g. Business License; maintain Shanghai Branch Business Communication Board; Manage vendors for admin. service, e.g. travel agency, vehicle leasing company; settle all admin related expenses, e.g. Shanghai office rental fee, vendor payment

Key Experiences and any Qualifications:

• Bachelor or above graduate; At least 3 years relevant working experiences
• Ability to operate calmly under pressure to meet deadlines.
• Excellent attention to detail, to produce accurate work in a timely manner.
• High degree of computer literacy in Microsoft Office applications.
• Good communication skills and god command of both spoken & written English and Mandarin, good translation skills in English and Mandarin
• Fast and accurate typing. Initiative with can do attitude

We offer excellent opportunities to develop, along with a competitive salary and exceptional benefits.

Pioneer an enduring network. Join us and you’ll develop your skills and expertise to the very highest levels, working in an international environment for a company known the world over for brilliance and innovation.

Beyond tomorrow

We are an equal opportunities employer

Closing Date: July 30th, 2019

Job Category

Secretarial / Clerical

Posting Date

19 Jun 2019; 00:06