• Executive Administrative Support:

o Take full ownership of the Executive Director’s calendar, managing complex scheduling conflicts proactively.

o Coordinate domestic and international travel arrangements (flights, hotels, visas) and manage T&E (Travel & Expense) claims in a timely and accurate manner.

o Adapt flexibly to last-minute schedule changes and conflicting priorities.

• Meeting & Event Management:

o Lead the logistics and coordination for departmental meetings (e.g., Townhalls, Leadership Team meetings, Strategy Workshops).

o Prepare meeting agendas, take high-quality minutes, and track follow-up on Action Items.

o Organize Team Building events and cultural activities to foster a positive team atmosphere.

• Departmental Operations:

o Manage daily operational tasks, including new hire onboarding coordination, office supply procurement, and asset management.

o Handle vendor management processes, including contract routing, PO creation, and invoice processing in compliance with company procurement policies.

• Communication & Collaboration:

o Act as the communication hub for the department, liaising effectively with other Business Units (BUs) and enabling functions (HR, Finance, IT).

o Assist in drafting, translating, and polishing internal announcements, emails, and reports.

• Project Support:

o Provide administrative support for digital projects, including assisting with PowerPoint presentations and basic data consolidation.

o Handle other ad-hoc tasks or special projects as assigned by the Executive Director.

• Education: Bachelor’s degree or above; majors in English, Business Administration, or related fields are preferred.

• Experience:

o 3-5 years of experience as a Department Assistant, Executive Assistant, or Team Administrator in a Multinational Corporation (MNC) environment.

o Prior experience in the Pharmaceutical or Tech/Internet industry is highly preferred.

• Language Skills:

o Fluency in written and spoken English is mandatory; able to communicate professionally in a business setting.

o Native Mandarin speaker with excellent verbal communication skills.

• Digital Proficiency:

o Advanced proficiency in Microsoft Office 365 (Outlook, PowerPoint, Excel, Word, Teams) and collaborative tools.

o Digital savviness with the ability to quickly learn internal systems (e.g., Workday, Concur, Coupa, etc.).

• Core Competencies:

o Organizational Skills: Strong multitasking abilities with excellent time management to prioritize effectively in a fast-paced environment.

o Communication & EQ: Strong interpersonal skills with the ability to build relationships with stakeholders at all levels.

o Integrity: High level of professionalism, discretion, and ability to handle confidential information.

o Can-do Attitude: Proactive problem solver with a strong service mindset and team spirit.