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Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Shanghai, China

Job Description:

Position Summary

The Executive Assistant (EA) will provide high‑level administrative and executive support within the Strategy & Strategic Capabilities (SSC) organization. This position is specifically established to provide temporary full-time support to the Surgery GM during the GM’s EA’s leave. During this period, the EA will primarily support the Surgery GM and will progressively assume responsibilities that support both the GM and SSC organization.

Upon implementation of the new SSC organizational design and the return of GM’s EA, this role will transition into a full‑time EA position supporting SSC Head, providing comprehensive administrative coordination, operational & strategic support, and stakeholder management of SSC leadership.

Key Responsibilities

1. Executive Support to Surgery GM (Back up during the leave of GM’s EA)

• Manage the GM’s calendar, meetings, travel arrangements, and communication flows.
• Coordinate cross‑functional meetings, conferences, and business reviews.
• Prepare high‑quality presentations, reports, briefing materials, and correspondence.
• Liaise with internal and external stakeholders, including senior executives, partners, and external organizations.
• Ensure confidentiality and professionalism in managing sensitive materials and information.
• Support business planning, research, and information gathering to facilitate GM decision‑making.
• Transition and re-onboarding of GM’s EA

2. SSC EA Responsibilities

• Provide comprehensive executive support for Sr. Director, Strategy & Strategic Capabilities, including and not limited to:
  • Provide administrative & operational support, stakeholder communication
  • Coordinate & drive effective proficient department, cross-department, steering committees meetings
  • Manage reporting & dashboard execution for leadership briefings
• Strategic support in the planning & execution of select-key marketing event processes for Strategic Marketing, including
  • Document preparation, workflow coordination
  • Meeting & event planning
  • Operational support & stakeholder communication, where appropriate
• Serve as the central administrative liaison for SSC leadership, ensuring timely execution of tasks and smooth information flow.

Requirements

• Minimum of [6] years of experience as a Chief of staff, Executive strategic support, preferably supporting high-level executives in an international context.
• Exceptional organizational savvy and the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong interpersonal and communication skills to engage with individuals from diverse cultural backgrounds.
• Proficient in both English and Chinese language, both written and verbal, to facilitate seamless communication between the GM and stakeholders.
• Proficient in Microsoft Office Suite and other relevant software for calendar management, document preparation, and data analysis.
• Knowledge of Chinese business culture and protocol is highly desirable.
• Ability to adapt to a constantly changing environment and demonstrate resilience and flexibility.
• Strong attention to detail and a high level of professionalism and integrity.
• Ability to work independently and collaboratively, taking initiative and demonstrating a proactive approach to problem-solving.
• Willingness to travel occasionally and work outside of regular office hours as required.

 

 

Required Skills:

 

 

Preferred Skills:

Administrative Support, Business Writing, Communication, Contract Monitoring, Customer Centricity, Data Capturing, Diary Management, Document Management, Handbooks, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Process Oriented, Professional Ethics, Travel Planning, Typing