Secretary to the Vice President (Chinese Speaking)
Position Overview:
We are seeking a highly skilled and organized individual to fulfill the role of Secretary to the Vice President. As the Secretary, you will play a crucial role in providing comprehensive administrative support to the Vice President, enabling them to effectively execute their responsibilities. Proficiency in both Chinese and English languages is essential for this role, as it involves communication with internal and external stakeholders in Chinese-speaking regions.
Key Responsibilities:
1. Administrative Support:
- Manage the Vice President's daily schedule, appointments, and meetings, ensuring optimal time management and coordination.
- Organize travel arrangements, including visa applications, flight bookings, accommodation, and itineraries.
- Prepare and distribute relevant materials for meetings, conferences, and events.
2. Communication:
- Act as a liaison between the Vice President and various departments, senior executives, and external partners, both in English and Chinese.
- Draft and translate emails, documents, reports, and other correspondence as needed.
- Handle incoming calls, messages, and inquiries, directing them to appropriate parties when necessary.
3. Documentation and Record Keeping:
- Maintain accurate and upto-date records, files, and databases.
- Prepare and edit presentations, reports, and documents in both languages.
- Ensure confidentiality and security of sensitive information.
4. Language Support:
- Facilitate communication with Chinesespeaking colleagues, clients, and partners, both written and verbal.
- Translate documents, contracts, and communications from Chinese to English and vice versa.
- Assist in crosscultural communication to bridge language gaps and promote effective collaboration.
5. Event Coordination:
- Assist in organizing and coordinating special events, conferences, and visits involving Chinesespeaking delegates.
- Collaborate with relevant teams to ensure successful execution of events.
6. Project Assistance:
- Provide administrative assistance on projects led by the Vice President, including research, data collection, and analysis.
- Prepare progress reports, meeting minutes, and updates on project developments.
Qualifications and Requirements:
- Bachelor's degree in Business Administration, Communications, International Relations, or a related field.
- Proven experience as an executive secretary or administrative assistant, preferably supporting highlevel executives.
- Fluent proficiency in both Chinese and English, with exceptional written and verbal communication skills in both languages.
- Strong organizational skills, attention to detail, and the ability to multitask effectively.
- Proficiency in office software applications (Microsoft Office suite, email clients, etc.).
- Cultural sensitivity and the ability to navigate crosscultural communication nuances.
- Excellent interpersonal skills and the ability to maintain professionalism and confidentiality.
- Strong problemsolving skills and the ability to adapt to changing priorities.
- Flexibility to work outside regular office hours when necessary.
