JOB PURPOSE   工 作 目 的

The proposed scope of responsibilities for this assistant is to provide administrative and logistic support to China Legal VP, the Chief IP Counsel and the China Legal team.

​DUTIES & RESPONSIBILITES   主 要 职 责

1. China Legal VP Support

• Support secretarial duties as per line manager’s request;
• Manage VP’s calendars and appointment schedules, accommodate the meeting conflicts
• Arrange VP’s travel plans and itineraries, apply for visa, book the flight/hotel, ground transportation etc.
• Claim the expense in time, track the approval status

2. Dept Support

• Organize the internal team meetings / workshops, book meeting room, set up IT equipment, compile the meeting slides, etc.
• Manage team calendars, work-from-home arrangement and leave applications
• Manage team’s office supplies and IT equipment
• Collect billings for lawyer’s review and apply for PR/PO, contact vendors to issue invoices, prepare relevant summary report
• Prepare and send new colleague announcement, arrange employee orientation, provide useful information
• Maintain and update department pages, update contract templates in legal Nucleus
• Keep the Contract Seals / Legal Rep Seals responsibly, ensure all the applicants comply with the seal use policy strictly
• Be responsible for sponsorship e-approval system, contract management system, deliver the contracts to BU applicants
• Serve as point of contact of Legal Dept for e-mails. Phone calls or walk-in clients

3. IP teams support & others

• Support secretarial duties as per IP leader’s request
• Book the ground transportation for IP leader’s travel
• Submit expense claim for IP BJ teams to scan center
• Register external visitors
• Visa application for Global visitors
• Apply the company chop and GM’s signature for the litigation materials
• Provide support to other department Projects. Other job responsibilities to be assigned

JOB REQUIREMENTS   工 作 要 求  

• Bachelor’s degree or above

• At least 5 years related working experience in senior executive’s support, MNC/law firm experience preferred
• Strong sense of integrity, self-motivated, diligent, team player and a fast learner   
• Chinese native speaker, with good spoken and written English
• Proficient in MS Office (Word, Excel and PowerPoint) ​