Assistant to Managing Director

The Role

The role, referred to as an executive assistant, works closely with the Managing Director to provide administrative and research services support, and also will be responsible for the internal and external communications and public relationship activities. 

Reporting Relationship

The Assistant will report to the Managing Director GI China directly.

Duties and Key Responsibilities

Well organize diary/ schedule for Managing Director to make sure time is allocated appropriately and ensure the completion of essential tasks, and meet critical deadlines and organize travel and logistics for Managing Director

• Organize and maintain diaries and make appointments for Managing Director
• Organize meeting agenda to ensure the Managing Director is well-prepared
• Attend necessary meetings and produce high-quality meeting minutes in time
• Produce documents, briefing papers, reports and presentations for the Managing Director when necessary
• Deal with incoming email, faxes and post related to Managing Director
• Organize Managing Director’s travel plan and schedule, book flights, hotel, transportation etc. for Managing Director and prepare itineraries
• Manage Managing Director’s reimbursement issues, including mobile phone, travel costs etc.
• Facilitate the execution of contracts and file executed contracts/agreements
• Support the institute level events
• Support Managing Director to consolidate reports to internal and external stakeholders
• Draft emails to all China staff for necessary communications from Managing Director
• Liaise with key stakeholders for key days or events.

Provide research services support to make sure efficient delivery of tasks with high quality outcome and to comply with laws, regulations and policies  

• Work with the Global Research Services and GI China senior research staff to identify relevant international and domestic funding opportunities
• Liaison with relevant staff to update SPOT funding, Project and Publication modules, and prepare Power BI monthly reports to GI China Senior Management Committee and Global Research Services
• Collect information on GI China publication plan /presentations and prepare reports on regular basis
• Keep the records of all research staff (including funding, publications, and other research related performance indicators) and postgraduate students, and provide annual reports on their performance to Global Research Services and GI China Senior Management Committee
• Be responsible for updating and maintaining the organizational registration on various research management systems
• Assist the Managing Director to ensure compliance with laws, regulations and TGI policies, SOPs and Working Instructions
• Organize and facilitate relevant trainings according to the needs of research and operations staff and the collaborators
• Be responsible for administrative duties related to research related events and meetings

Be the focal person to liaison communications and public relationship to increase the impact of The George Institute for Global Health in China

• Provide support to the Institute staff in writing speeches, preparing letters and drafting articles for distribution to key stakeholders
• Work with the senior management committee and global teams on partnership and public awareness to raise the profile of the Institute in China and globally
• Organize and supervise seminars, events and special sponsorship projects to increase public recognition directly or through an agency relationship
• Facilitate the Managing Director to work with head office and other regional offices to provide support on business development in China

Skills, knowledge and Experience

• Bachelor degree or above in Management, English, Public health or related area, preferred with public health background
• Strong planning and organization skills and detail-orientated in daily work
• At least 5 years’ experience in secretarial work, preferably in a global organization
• Fluent spoken and written English and Mandarin
• Solid computer skills particularly in Microsoft Office tools
• Strong interpersonal skills, particularly the ability to interact with different levels of people, with a sense of internal customer focus, and is a team player
• Excellent organizational, time management, stakeholder and project management skills.
• Conscientious and mature in daily work, particularly in dealing with sensitive or confidential matters
• Have a high level of initiative, be able to work independently and be reliable
• Ability to work in a fast-paced environment and work under pressure