高管助理

职位概述

该岗位需向项目整合高管汇报。我们正在寻找一位具备出色组织能力、积极主动的秘书，为高管提供支持。该岗位要求候选人凭借卓越的组织能力、扎实且深入的建筑行业知识，以及在重点项目中主动沟通的能力开展工作。在快节奏的行业环境中，你需管理复杂日程、关键工作流程、机密数据及相关方联系人，并担任项目领导团队的核心联络人。你的工作对于提升高管工作效率、助力项目顺利交付至关重要。

主要职责

1. 担任高管与内部团队之间的联络人。

2. 协助推进团队沟通、项目提醒及日程变更相关工作。

3. 处理费用报销单与发票。

4. 维护机密项目文件。

5. 统筹管理高管的复杂日程安排，包括会议、现场考察及差旅计划。

6. 准备项目相关的会议议程、高管级报告与演示文稿，以及会议纪要。

7. 协调现场会议、考察活动所需的后勤事务，及设备/资源调配。

8. 与项目团队、上海本地其他部门，以及美国的高管与合作伙伴保持高效沟通与联络。

9. 协助合同审核与审批流程。

10. 安排员工会议、团队建设活动及各类临时事务。

Executive Assistant

Job Summary:

This role will report to Portfolio Executive, Project Integration. We seek a highly organized, proactive Secretary to provide support to our Executive. This role leverages exceptional organizational skills combined with proven in-depth construction industry knowledge and proactive communication across high-priority projects. You will manage complex schedules, critical workflow, confidential data, and stakeholders contacts in a fast-paced environment while acting as a key liaison for the project leadership team. Your role is critical to optimizing the Executive’s efficiency and supporting the successful delivery of projects.

Key Responsibilities:

1.     Act as a liaison between the Executive and internal team.

2.     Facilitate team communication, project alerts and schedule changes.

3.     Process expense reports and invoices.

4.     Maintain confidential project files.

5.     Strategically manage the Executive’s complex calendar, scheduled meetings, site visits and travels.

6.     Prepare agendas, executive-level reports& presentations, and meeting minutes for projects.

7.     Coordinate logistic for site meetings, visits, and equipment/resources.

8.     Liaise and communicate effectively within Project team and other Studios locally in Shanghai and among Executives and Partners in the US.

9.     Assisting in contract review/approval process.

10.  Arrange staff meeting, team building and ad hoc activities.

1. 3-5年高管助理相关工作经验，其中至少3年

2. 相关专业本科及以上学历。

3. 深入了解公司工作流程、文件管理及财务术语。

4. 熟练掌握微软办公套件（高级Excel、PowerPoint、Word、Outlook）、Adobe Acrobat Pro及项目管理类软件。

5. 具备出色的组织能力，能够同时处理多个项目事务，并在高压、紧迫的截止日期下高效完成工作。

6. 中英文书面与口头沟通能力优秀，善于与高管及现场团队对接协作。

7. 注重细节，确保文件记录、项目流程及大量行政工作的准确性。

8. 对机密、敏感的法律、财务及人力资源文件严格保密。

9. 持有项目管理相关认证者优先。

10. 工作积极性高，具备较强的资源整合与问题解决能力。

Desired Qualifications:

1.     3-5 years of Executive Assistant experience.

2.     Bachelor’s Degree on related field.

3.     In-depth knowledge of company workflows, documentation, and financial terminology.

4.     Mastery of in Microsoft Office Suite (Advanced Excel, PowerPoint, Word, Outlook), Adobe Pro and Project Management software.

5.     Exceptional organizational skills with ability to multitask and manage high pressure tight deadlines across multiple projects.

6.     Superb written and verbal communication in both Chinese and English, adept at interfacing with executives and filed team.

7.     Detailed oriented with a focus on accuracy in documentation, project workflows, and high-volume administrative tasks.

8.     Discretion with confidential, sensitive legal, financial and HR documents.

9.     Certification in Project Administration.

10.  Highly self-motivated and resourceful.