DIVISION/BUSINESS UNIT :GM Department
LOCATION : Beijing
REPORTING TO (Titles of managers/matrix managers):General Manager, SSPBP
SUMMARY OF PURPOSE/MAJOR RESPONSIBILITIES
(Briefly describe in two to three sentences the major/overall purpose of the job/ why it exists and what are the major expected results.)
Responsible for providing a full range of secretarial and assistant services to the General Manager and Finance Director,
(List the 6-8 most important responsibilities of the job. For each key responsibility indicate the action to be taken, the end result to be achieved, and how it will be achieved. Include the % of time spent on each responsibility. Total of %’s should equal 100%.)
• Provide assistance services to the GM/Finance Director
 Secure monthly reporting gathering and submit to GM on time with quality
 Maintains effective filing systems to ensure that files are securely stored and can be easily accessed
 Collects and Maintains the “Vaccine Samples”, update the binder/database
 Secure the use/registration of “Beijing/Guangzhou/Shanghai Branch office Seal”, filing the chopped documents and contract
 Prepare the “POA” according to the “Delegation of Signature” Policy
 Co-ordinates the arrangements for meetings, manages and co-ordinates diaries, books relevant facilities and equipment and co-ordinates travel and accommodation arrangements
 Greets visitors to the GM, projecting a good company image, acts as a first point of contact for both internal and external people wishing to contact the GM
 Participates in, and sometimes lead, ad hoc projects initiated by the GM
 Deals with emergency issues independently or take initiative measurements to handle it while the General Manager or top executive is out
• Provide secretarial services to the GM/Finance Director:
 Prepare signature book for GM/Finance Director
 Maintains GM’s time table for meetings, appointments
 Reports the information submitted by each departments accurately
 Deals with a range of routine enquiries appropriately
 Communicates the instructions of General Manager or top executive accurately
 Handles confidential information letters, reports, and documents, answers telephone calls and takes messages
 Composes letters and takes minutes during meetings at request
 Take the lead of assistants in BJ, act as a coach towards them
• Act as the FA Administrator/Beijing Branch Office according to the “Fixed Asset Management Policy”
 Recording of fixed assets and assimilated
 Maintains the FA Record file and put stickers
 Manage the transfer, disposal and renewal of Fixed Assets
 Keep regular contact with travel agencies (Hotel/Air ticket), handle the Payment issue monthly for SAPBP domestic hotel cost, domestic air tickets cost, Air France air tickets cost
 Providing quotations whenever necessary for assets purchase
 Provide work support to the other department functions (exp. scanning)
CONTEXT OF THE JOB/MAJOR CHALLENGES
(Highlight most significant aspects of the environment, which affect the job. Describe the most important problems to resolve to achieve the job’s major purpose.)
The jobholder is sharing her work between GM and Finance Director, thus needing to manage different tasks at the same time and to priories them.
(Provide numerical data if available to describe the size of the job, or its impact on the business. Use annual figures and specify currency. Figures should include budgetary responsibility, purchasing authority, resources available. Highlight the key decisions made in this job. Outline the sphere of the job, such as whether the accountabilities are global, country specific, or function specific.)
(Required education, experience, certifications, and competencies.)
•Secondary education in Economics or equivalent with a minimum of 3 years work experience
•Understanding of the internal support role in assisting the General Manager/Finance Director and organizing his schedule.
• Very organized, efficient and good at coordinating and checking on delegated work such as travel arrangements.
• Flexible regarding communications after normal work hours especially when the management is traveling.
• Reliable and trustworthy, able to keep information confidential.
•Excellent spoken and written English capability. Fluent Mandarin Chinese. French is a plus.
•Possess basic computer skills – knowledge of standard office software.
•Ability to deal with a high-pressure, changing work environment.