Executive Secretary to Head of RD, PM & MP China

Beijing, China


Entry Level Position

Career Status

Young Professional



Start Date


Objective of job

• Executive Secretary of RD, Program Management & MP China


• University graduate or above, 4-5 years’ experience with in-depth knowledge of administrative procedures required to support to VP above

• Strong communication skills, verbally and in writing, in both German and English

• Impeccable attention to detail, time management and organizations skills

• Positive, proactive and able to always exercise good judgment

• Ability to protect confidential and proprietary information using utmost discretion

• Good computer skills, especially MS Office Software, Explorer and Outlook

Task description

• Organize all daily secretary work for SEVP

- Manage and maintain SEVP’s schedules, appointments and travel arrangements

- Arrange and co-ordinate meetings, workshops and events

- Handel Accounting issues such as reimbursement

- Assist on basic presentation preparation, collation of documentation/information for discussion and action

- Manage visitors’ agenda incl. all details

- Filter and initial handle of daily correspondence & emails

- Screen phone calls, enquiries and requests and handling them when appropriate

- Control signatures, take policy into account and effect timely handle of documents

- Monitor, screen, respond to and distribute incoming communications

- Organize and maintain files and records

• Liaise within management team in RD, Program Management & MP China

- Liaise within management team to coordinate meetings, conference and events

- Support an effective “follow-up” system to ensure operating efficiencies in Team according to schedules and priorities in terms of objectives and deadlines

- Follow up tasks aligned in management team into implementation

- Review operation practices and implement improvements to whole Team where necessary

• Support whole organization of RD, Program Management & MP China Team

- Manage the day-to-day operations of the office

- Work collaboratively across the entire organization, work closely with team members to achieve organizational goals and objectives

- Liaise with internal staff at all levels

- Coordinate with all department leads & employees to support the completion of business priorities

- Organize Town hall/Events/Workshops

• Office maintain

- Office access control in office, responsible for alarm system to make sure it works 24h

- Responsible for rebuild work in office

• Support maintain effective Administration team of RD, Program Management & MP China

- Help new secretaries to get into their rolls to build up an effective admin team

- Share skills and experience, recommend training according to demand

- Collect info of problems & work together for solutions and improvements of daily operation

• Support on-going projects

- Interpret and translate in meetings/documents

- Assist in basic preparation / research work

- Collecting important information/news in automobile industry

- Support on-going projects as office moving, Job Fairs, Colloquiums, Shows…

• Support on HR issues

- New comer preparation and basic introduction into the team of SEVP office

- Intern management: clarify headcount issue, track hiring process


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