Senior Secretary
Shanghai, CN
Objectives of the Position
According to company procedures independently performs clerical, administrative, and general office duties usually of confidential nature for a very high-level manager, who directs several different major functions or a function of wide job scope with the aim to facilitate the operations of the units in information flows and formal people interactions, e.g. meeting, workshops, appointments, etc.
Main Tasks
Support in Superior's office
• Exercise reliable personal judgment and act with tact to greet and screen visitors and calls at all levels within the organization, industry, and community with great frequency of senior-level internal and external business contacts.
• Communicate supervisor's instructions to various individuals and/or departments; provide and obtain information from other Managers or external representatives and convey the feedback to the supervisor correctly and timely.
• Organize and expedite flow of work through supervisor's office and initiates follow-up action as instructed.
Correspondences
• Organize and maintain supervisor's correspondence, records.
• Route or answer routine correspondence not requiring supervisor's attention
• Prepare special reports and organizes complex documents requiring multi software applications.
Information handling
• Collect, summarize and compile relevant business data into reports.
• Handle confidential information, files, and materials to ensure information security for proper use.
• Establish and maintain a proper filing/database system for easy retrieval and accurate documentation to facilitate information flows.
• May need to attend meetings, seminars, conference, etc to take notes, minutes and prepare reports.
Logistic support for business meetings, events and travel
• Keep the supervisor's agenda current and updated; may need to exercise personal judgment to prioritize the supervisor's agenda or suggest schedules for meetings, conferences and travels.
• Maintain the supervisor's appointment/travel calendars and organizes business travels, including reservation of hotel accommodation, ticketing, travel document application, etc.
• Prepare meetings, workshops, conferences etc by providing logistics services (e.g. venue selection, invitations, agenda, participants confirmations, hotel reservations), including assistance in preparing documents. May need to attend such meetings to take notes, minutes and prepare reports.
• Prepare and submit travel expenses statement as requested.
Administrative issues
• Support various administrative tasks in close cooperation with the respective Admin. Department. Such tasks may include seating plan, signing matrix, stationary, etc.
Minimum Education and Qualification Required for the Position
- Bachelor degree or above
- Good command of written and spoken English is essential
- 5-8 years related working experience in multinational company
- Good communication and interpersonal skills, organizational awareness
- Good work/time management and team working spirit, eager to learn and willing to contribute
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As a chemicals supplier to almost all industries, BASF will establish a standalone subsidiary dedicated to its Mobile Emissions Catalysts, Precious Metals Trading, Recycling, and related Products and Services business. The new group is referred to as BASF Environmental Catalyst and Metal Solutions and is wholly owned by BASF. BASF Environmental Catalyst and Metal Solutions will operate globally in over 15 countries and comprise of approximately 20 production sites and over 4,000 employees.
At BASF, the chemistry is right. Because we are counting on innovative solutions, on sustainable actions, and on connected thinking. And on you. Become a part of our formula for success and develop the future with us - in a global team that embraces diversity and equal opportunities irrespective of gender, age, origin, sexual orientation, disability or belief.