She/hewillberesponsiblefortheadministrativeandorganizationalmanagementoftheCEOandotherpossibleexecutivesdesignatedbyCEO.She/hehewillbeexperiencedinhandlingawiderangeofadministrativeandexecutivesupportrelatedtasks,willbeexceedinglywellorganizedandflexible,andwillenjoytheadministrativechallengesofsupportingIGIChinaofficeofdiversepeopleandprograms.She/hemustbeabletofunctioneffectivelyinavarietyofroleswithinadynamicenvironmentunderminimumsupervision.
ThispositionrequiresfrequentcommunicationandcoordinationwithIGIChinastaff,IGIUSandHongKongheadquartersaswellasinthevariousfuturedevelopingmarketswhereIGImightbepresent.
KeyResponsibilities
•AssisttheDianaLu(andothervisitingExecutivesandboardmembers)withherdailyscheduleandduties,toincludemanagingcalendar,commitments,andtravelarrangements(planningitineraries,developingagendasandmeetingmaterials,reportingexpenses,etc.).
•ProvidegeneraladministrativesupporttotheIGIChinateamtoinclude.
◦Receivingandinteractingwithvisitors;
◦AnsweringandmanagingincomingcallsforDianaLu
◦Maintainingpaperandonlinerecordsanddefiningproceduresfortheirretention,protection,retrieval,transferanddisposal;
◦Arrangingmeetingsandconferencecalls(includingcoordinatingallmeetinglogistics,developingagendasandmeetingmaterials,etc.);
◦Draftingcorrespondenceandpresentations;
◦Recording,transcribing,anddistributingnotes/minutesofmeetings;andProvidingotherdailysupporttostaffasneeded.
•Performgeneraloffice/facilitiesmanagementdutiestoinclude:
◦Managingtheinventoryofofficesupplies,orderingadditionalsuppliesasneededandensuringthatcostsareappropriatelymanaged;
◦Planningspaceallocations,layouts,andfloormovesasrequired;arrangingforandsupervisingbuildingmaintenance;and
◦Maintainingofficefacilitiesandequipmentbyassistingwithprocurementandroutinemaintenanc