上海招聘

职位描述：
Position Summary
- Perform comprehensive administrative assistant / legal secretarial support by assisting VP & Assistant General Counsel and paralegals/attorneys in Shanghai Office.
- Serve as liaison between the attorney/paralegals and other Law Department associates, company executives and associates, property owners, and outside counsel.

Specific Duties

Planning and Organizing
- Manage calendar for VP & Assistant General Counsel in Shanghai office, including scheduling and canceling meetings, and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders.
- Coordinate, schedule, and prepare for meetings, including scheduling conference rooms, agenda items, prior distribution of materials, room set up, audio visual equipment set up, conference line initiation, and food and beverage arrangements.
- Make travel arrangements and coordinate logistics including transportation, reservations, and lodging arrangements. Prepare expense reports.
- Coordinate and manage Outside Counsel budget, and process invoices.
- Prepare and edit presentations, agendas, memos, letters, spreadsheets, and other business documents.
- Take notes during and prepare minutes from meetings.
- Review all incoming mail and bring priority items to the supervisor’s attention; track matters requiring response/action and keep supervisor apprised of status.
- Assist with special projects as requested.


Filing / Documentation / Reporting / Drafting
- Enter information in the Law Manager; update information.
- Compose, type, and transmit correspondence and e-mails; type, black-line, proofread, and transmit agreements, contracts, and other legal documents.
- Draft or revise simple legal documents under supervision of attorneys;
- Translate simple correspondence between Chinese and English.
- Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, chron file, etc.
- Create and maintain desk files and permanent files, including up-to-date filing, entries in RIMS, and transmittals to the Records Management Section.
- Coordinate certain Group-wide functions such as document retention.
- Provide support in research of files and compilation of data as necessary.


Policies and Procedures
- Maintain confidentiality of proprietary materials and information.
- Protect the privacy and security of clients, customers, and coworkers.
- Follow company and department policies and procedures.
- Research questions and problems and make recommendations for resolution.
- Ensure that personal appearance, immediate work area, and Group-wide shared spaces are clean, professional, and in compliance with company policies and procedures.
- Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

Customer Relations
- Address client service needs in a professional, positive, and timely manner.
- Actively listen and respond positively to the questions, concerns, and requests of others.
- Proactively assist other employees to ensure proper coverage and service.

Communication
- Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.
- Answer telephones using appropriate etiquette including using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call. Screen telephone calls accordingly; handle matters not requiring the Practice Leader’s attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.
- Speak to clients and other employees using clear, appropriate and professional language.
- Prepare and review written communications (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.
- Talk with and listen to other employees to effectively exchange information.

Working with Others
- Treat all employees and clients with dignity and respect.
- Develop and maintain positive and productive working relationships with other employees and departments.
- Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.
- Handle sensitive issues with employees and/or clients with tact, respect, diplomacy, and confidentiality.
- Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Computers/Software
- Transmit information and communications using a computer.
- Enter and retrieve information contained in computer databases using standard computer equipment and technology (e.g. a keyboard and mouse) to update records, files, reservations and answer inquiries from customers.

Office Equipment
- Transmit information and communications using mail, scanner, or fax machine.
- Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.
- Ensure necessary office supply inventory is available, and order as needed.
- Ensure all office equipment is in working order, calling maintenance when needed.

Requirements for Position

- University degree, preferably law degree.
- Minimum of five years of secretarial or executive assistant experience in international or major domestic companies; experience in law firm or law department of corporate law firm preferred; relevant experience in an international hotel operator will be an asset.
- Fluency in English, both written and oral, with Chinese as mother tongue.
- Excellent organizational and interpersonal skills; attention to detail, diligence, dependability and high integrity are key factors.
- Very good knowledge of Microsoft Office tools and familiarity with database functionality and operation.
- Ability to work well under pressure and effectively manage multiple tasks.
- Excellent judgment; professional demeanor.
- Diligence and strong work ethic.
- Ability to work independently and as part of a team.
- Flexibility to adapt to continually changing workload priorities.
- Excellent written and verbal skills.
- Fast, accurate typing.
- Excellent word processing and spelling/grammar/proofreading skills.

Starting Date:
- October 1, 2016. 举报 分享

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