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Position: Admin Assistant
Location: Shanghai, China
Report Line: CFO

Job Summary

The Admin Assistant will be responsible for providing high quality administrative support to CFO and the Finance team; Manage and ensure smooth operations of day-to-day tasks, communication with internal & external stakeholders effectively for all kinds of events arrangement and follow up.

Key Responsibilities

• Manage executive’s calendar, schedule of appointments as determined by priority

• Assist in researching and compiling data and compose routine correspondence, reports and presentations for review and final revision by executive.

• Maintain all files, confidential records.

• Coordinate travel schedules and visa, arranging meetings and teleconferences

• Filter all telephone calls, mail and email; dispersing and handle as appropriate.

• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.

• Responsible for taking and distributing internal meeting minutes.

• Provide relevant data, information, and back-up support materials to assist executive and team with day to day operations, as requested.

• Ensure that communications are promptly and accurately dispatched.

• Assist in the planning, coordination, and preparation of major business meetings, luncheons, and dinners involving both internal and external clients, departments and companies as required.

• Responsible for the submission of executive’s expense reports in a timely manner.

• Responsible for the coordination and planning of facility needs (space, equipment, etc.)

• Take responsibility for the selection and procurement of all Facilities related supplies.

• Performs other duties as required by executive and the team.


• Bachelor’s degree or above in Business Administration or equivalent.

• More than 3 years of working experience, experience in pharmaceutical industry and/or Finance background preferred.

• Proficiency in both spoken and written English.

• Attentive to detail, accurate, organized, and flexible. Proactive and exhibits ability to anticipate and resolve issues.

• Good command of MS office software application, i.e., PowerPoint, Word, Excel etc.

• Must have a respect for confidential information and a mature approach to all matters of discretion.

• Time management skills ability to multi-task, meet deadlines, and balance priorities.