18 Executive Assistant Jobs in Shanghai
Job Reference number: China -4152- 56
Overview and Responsibilities
- Manages supervisor's calendar and schedules appointments
- Screens and responds to incoming calls and correspondence
- Is responsible for coordinating heavy travel schedules for staff and talent
- Process all travel and departmental expenses
- Distributes mail and maintains office supplies
- Performs clerical duties such as filing, typing, and copying documents
- Arranges programs, events, or conferences by arranging for facilities, issuing information or invitations, coordinating speakers, and controlling event budget
- Acts as custodian of corporate documents and records
- Composes and prepares confidential correspondence, reports, and other documents
- Creates and maintains database and spreadsheet files
- Arranges travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested
- Acts as direct liaison with filmmakers
- Entertainment experience
- Experience supporting executive within legal department
- Proficient with Outlook, Excel, PowerPoint and internet software
- Good oral and written communication skills
- Good organizational and project coordination skills
- Ability to handle multiple tasks simultaneously, prioritize workload efficiently and meet strict deadlines for complete tasks/assignments
- Good attention to detail and follow-through skills
- Demonstrated good judgment and the ability to deal with confidential and sensitive issues
- Able to work adeptly with general office equipment; computer, printer, telephone, photocopy machine
Job Duties of an Executive Assistant
Provide Administrative Assistance
In many aspects, the role of executive assistant is similar to that of secretary or administrative assistant. They perform clerical tasks, like accepting and making phone calls, setting business meeting agendas, sending memos, accepting visitors, reviewing incoming reports and setting the executive's daily schedule.
Executive assistants are sometimes asked to conduct market research and prepare statistical reports that are used by executives to make business decisions. Since the reports can potentially impact the direction of a company, executive assistants must have a keen understanding of business concepts.
Executive assistants are usually required to hold a degree in either general business or the field in which they work; for example, an executive assistant to a financial officer might hold a bachelor's degree in finance. Some executive assistants even possess a Master of Business Administration (MBA).
Act as a Gatekeeper
Company executives are usually well-known public figures with a great deal of influence in their communities. As such, the time and attention of an executive are constantly in demand. The role of 'gatekeeper' usually falls to the executive assistant. He or she controls which phone calls and reports go through to the executive, as well as what meetings are scheduled. To fulfill this responsibility, executive assistants must clearly understand the goals, values and needs of both the company and the executive.
Supervise and Train Clerical Staff
In the hierarchy that is a company executive's clerical team, the executive assistant is at the top. However, executive assistants often work closely with lower-level administrative assistants to complete certain tasks that require collaboration. In many companies, executive assistants supervise the work of other administrative assistants and coordinate tasks. Because they have the most comprehensive understanding of the needs of the executive and the operation of the clerical staff, executive assistants often train incoming administrative assistants.
The duties of executive assistants are in a middle ground between the roles of business executives and clerical workers. As offices become more automated, their jobs become more varied and sophisticated. Some entry-level positions may call for only a high school degree, but applicants can often benefit from a college education, specialized training or certification.
Other Requirements Voluntary professional certification
Executive Assistant Career Duties
Also known as executive secretaries, executive assistants are technically knowledgeable administrative workers responsible for cataloging and distributing information, assisting top-level business staff and arranging schedules. Typically, the job involves less clerical work than found in general secretary positions.
An executive assistant's duties tasks may include screening and prioritizing mail and phone calls, researching and writing memos. They may maintain executive calendars and meeting agendas, prepare materials used in executive presentations and make travel arrangements. They can also organize and maintain files and office libraries of books, papers and digital media.
Executive assistants are increasingly called to do jobs once exclusively handled by executives, such as the research and preparation of reports. Often they perform tasks once reserved for lower- and middle-level managers, such as negotiating with suppliers, purchasing supplies, maintaining leased equipment and managing stockrooms. They also train new staff members.
Organization and flexibility are important skills for executive assistants, along with the abilities to multi-task, meet deadlines and work as part of a team. They are highly accountable and often responsible for safeguarding confidential information. Familiarity with computers and common business applications are necessary in the modern business office. They should have well-developed communications and reading skills and knowledge of grammar, spelling and punctuation.
Employers may prefer executive assistants who have specific knowledge in their field of business through a degree or past experience. Assistants with a relevant background may have a greater understanding of business operations and may make a greater number of informed decisions.
Workers who can demonstrate knowledge of office administration, management, technology and systems may want to obtain Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) status by taking a three-part exam offered by the International Association of Administrative Professionals (IAAP). Certification is not required for executive assistants, but it may lead to improved job opportunities or increased responsibility.
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