Executive Assistant CRRC Sifang America is looking for a professional to join and support high-level executives. Under the direct supervision of the company's president, this position provides administrative and secretarial support to the company's president (and vice president, only when necessary). In addition to typing, filing, and scheduling, this position performs duties such as translation of documents; preparing reports and taking meeting minutes; managing calendars; making travel plans, meeting and event arrangements; and preparing and completing reimbursements following the company policies. This position requires strong computer and internet research skills, flexibility, excellent interpersonal skills, collaboration experience, and the ability to work well with all levels of internal staff, outside clients, guests, and vendors. Sensitivity to confidential matters is required. Independent judgment is required to plan, prioritize, and organize a diversified workload.
Essential Duties and Responsibilities:
Schedule and organize business activities such as meetings, travels, conferences, and guest visits for the president. Organize and prioritize information and calls. Translate correspondences, documents and reports, and interpret meetings and conversations from English to Mandarin and vice versa. Take meeting notes, and type and distribute meeting minutes. Manage the incoming mail for the president. Review and evaluate mails to identify those items requiring priority attention. Take messages or/and answer all routine and non-routine questions. Respond to regularly occurring requests for information. Act as a liaison with internal colleagues and outsiders. Channel and facilitate communications and deliver the messages and contents to appropriate departments or/and personnel for collaboration, follow-up, resolution, or/and assistance. Maintain confidentiality of privileged information obtained in the course of work. Work independently or within a team on special nonrecurring and ongoing projects, which may include: creating and developing visual presentation documents for the president, planning and coordinating presentations, disseminating information, greeting visitors, and arranging visitors' itineraries. Draft and design general correspondences, notices, charts, tables, graphs, business brochures, etc. Proofread copy for spelling, grammar, and layout, and make appropriate changes. Responsible for the accuracy and clarity of the work product. Other administrative duties as assigned.
Education and Experience:
Bachelor's Degree. Two years and above of secretary or/and administrative experience. High fluency in both English and Chinese Mandarin. Able to listen, speak, read, and write. Able to translate and interpret from Mandarin to English and vice versa. Candidate with a translation/Interpreter certificate is a plus. Good understanding of cultural diversity. Prior experience working in a multinational corporation is preferred. Effective time management skills and ability to organize tasks by importance and deadline. Able to shift priorities and superior organizational skills. Advanced computer skills (Word, Excel, PowerPoint, Outlook), filing systems management, etc. Knowledge of standard office administrative practices and procedures, including the use of standard office equipment. Strong self-motivation and adaptability. Excellent interpersonal communication skills. Work experience in a manufacturing plant or facility is preferred. Must have a valid driver's license. Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
