Covance

EA & Site Admin

Job Location(s) CN-Shanghai
Job Number
2021-71485
Job Category
Administration/Clerical
Position Type
Full-Time
Telecommute
No

Job Overview

- Train and mentor receptionist. Provide occasional reception desk coverage. Provide assistance to other Admin Assistants in teamwork fashion.
- To proactively help Executive Leaders to manage calendar, schedule appointments and coordinating arrangements effectively to keep Executive Leaders on schedule and to ensure no meeting/ appointment conflicts in the daily calendar;
- Act as liaison with Administrative/Office Services, coordinating all aspects of internal moves (office/workstation assignments) where necessary
- Manage the site Social Committee, and initiate site activities, i.e. Monthly birthday, festival celebration, etc…
- Cross site support for region’s activities or other assignment
- Assist in employee’s travel, including air& train ticket/hotel/taxi booking.
- Manage the sites office supplies and public consumptions such as notebooks, pens, water/coffee bean/tissues and make the order if necessary. Order business card for staff.
- Prepare check request/ PR per request thru finance system
- Maintain site Share-Point, and Share Folders
- Seating arrangement coordination
- Office vehicle management coordination, office driver management assistance
- Assist employee with visa application invitation letter for the oversea visitors.
- Manage booking meeting rooms.
- Organization chart maintenance
- Back up archivist
- Coordinate and support internal and external client meetings, interviews including the arrangement of meeting materials, catering and travel arrangements.
- Client service support: need input for the responsibilities and options (assign to admin or Tina’s replacement)
- Manage/maintain company business license, certification, award and renew with the correlative department as appropriate
- Take meeting minutes for Executive Leaders as required.
- Support QA for the logistics of all the audits from either regulatory agency or sponsors
- Other work as assigned.

Education/Qualifications

- Bachelor degree, preferred with science background.
- Written and verbal communication skills.  Native speaker in Chinese and fluent English. 
- Computer proficiency, including word-processing and spreadsheet software, e.g., MS Word and Excel.

Experience

- 3-5 years admin experience.
- Proficient in written and verbal communication skills.
- Computer proficiency, including word-processing, spreadsheet, and presentation software, e.g., MS Word, Excel, and PowerPoint.

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