Job description summary: Reporting directly to the CEO of Edscha Asia, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant will as well support Legal Department with administrative and legal tasks. The position is privy to confidential information and as such, requires diplomacy and discretion as well as high flexibility in terms of working schedule. 1. Personnel responsibilities 1.1. Optimal arrangement of working time, fulfill the tasks according to Edscha process; 1.2. Responsible for the presence and inform direct Supervisor of vacation plan in advance; 1.3. To ensure discipline, order and cleanness in working area; 1.4. Responsible to comply with EAT Staff Manual and other relative regulation; 2. Functional responsibilities 2.1 Executive Support • Completes a broad variety of administrative tasks for the CEO including but not limited to managing an calendar of appointments; arranging travel plans including itineraries, agenda, transportation, accommodation, completing expense reports, and compiling documents for travel-related meetings; composing and preparing correspondence that is sometimes confidential; documents translation • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office. • Communicates directly, and on behalf of the CEO, with Board members, JV Partners, Government officials, and others, on matters related to CEO's programmatic initiatives. • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response • Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company. • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. • Reception and arrangement of visitors • Responsible for the gasoline card recharge, ETC recharge and mileage record analysis of company official vehicles including shuttle buses, and provide quarterly analysis reports to the CEO. • Other responsibilities as assigned by the direct Supervisor 2.2 Board Support and Liaison • Assists board members with travel arrangements, lodging, and meal planning as needed • Maintains discretion and confidentiality in relationships with all board members • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. • Simultaneous translation for BoD and Shareholder meetings (English / Chinese or alternative German / Chinse) • Communications, Partnerships, and Outreach • Ensures that the CEO’s is kept updated and responds to requests for materials regarding the CEO and the organization in general • Edits and completes first drafts for written communications to external stake holders • Documents translation 2.3 Support to Legal Department • Support for the administrative tasks at legal department e.g. document filing, BoD and Shareholder meeting documents preparation and scheduling • Support legal document translation (e.g. contracts, NDA’s etc.) • Support preparation of the legal documents (e.g. Articles of Associations, Company registration, JV contracts, leasing contracts etc.) • Other responsibilities as assigned by the direct Supervisor 3. Executive Assistant Profile (m/f) 3.1 Qualifications • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and government officials • Expert level written and verbal communication skills in Chinse and English. German, Spanish, Korean or Japanese will be additional benefit • Excellent simultaneous translation skills (Chinese / English) • Demonstrated proactive approaches to problem-solving with strong decision-making capability • Emotional maturity • Convincing, self-confident and professional appearance • Highly resourceful team-player, with the ability to also be extremely effective independently • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment • Forward looking thinker, who actively seeks opportunities and proposes solutions • Highly professional in handling of the confidential documents and the business secrets • High availability and flexibility also outside of standard working hours 3.2 Education and Experience Requirements • Bachelor's degree required • Strong work tenure: 5 to 10 years of experience in similar position, preferably in a non-profit organization (JV or WOFE) • Experience and interest in internal and external communications, partnership development, and government officials communication • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Social Media web platforms. 3.3. Physical and Mental Requirements of the Position • Must be able to handle the physical demands of the Operations. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus • While performing the duties of the job, the employee is exposed to weather conditions prevalent at the time • The noise level in the work environment is usually moderate • The ability to listen to and understand information and ideas presented through spoken words and sentences • The ability to communicate information and ideas in speaking so other will understand • The ability to concentrate on a task over a period of time without being distracted