Australian Embassy
China

141111vacancy2

Austrade Job Vacancy

Title: Executive Assistant
Location: Beijing
Level: AOPL2
Salary:

Austrade has a great opportunity for an experienced Executive Assistant to join our team in Beijing.

The Executive Assistant role provides high level executive support to the Country Manager China as well as admin support to the Austrade Beijing office.
This position requires a highly motivated team member with experience in handling a wide range administrative and executive support related tasks.

Application for this position MUST be submitted through www.austrade.gov.au/874 by 8:30pm on Sunday 23 November 2014 (Beijing time)

Please visit our website www.austrade.gov.au/874 for more detail information about the job

Duties:

Provide executive assistance to the Country Manager including:
• Plan, organize and coordinate daily diary including travel arrangements, meetings and other events as directed by the Country Manager
• Handle and maintain highly confidential and sensitive information in a professional manner
• Provide assistance to the Country Manager on monthly cash reimbursement and Representation Form preparation
• Perform any other tasks assigned by the Country Manager
• Prepare regular management reports
Provide administrative support to Austrade Beijing office:
Manage the reception desk and receive visitors to the office; ensure printed information materials are kept up to date and appropriately displayed in the reception area.
• Provide administration support to the office such as ordering stationary, distributing both incoming and outgoing mails as well as newspaper and magazines.
• Assist on event organising, provide on-site support and RSVP when it requires.
• Update and maintenance staff and organization profile on relevant materials and websites.
Other duties:
• Actively apply Austrade business practices and maintain accuracy of information in all Austrade Business Systems to deliver accurate and timely reporting and effective relationship management
• Contribute to knowledge creation within Austrade, by adopting information practices, sharing knowledge and information and by embracing best practice and development opportunities.
• Work collaboratively within the Austrade network to contribute to service delivery and achieve desired outcomes, while upholding the APS Values and Code of Conduct and work health & safety principles

Selection Criteria:

1. Relevant experience in managing the office of a senior executive.
2. Excellent communication skills in English and Chinese, both oral and written. This includes the ability to liaise with both internal and external parties as well as experience in preparation of presentations, correspondence and consolidation of reports.
3. Good organisational skills including the ability to work under pressure and manage a range of priorities to meet competing deadlines.
4. Ability to work independently and as part of a team.
5. Exhibit a personal record of achieving results.
6. Highly proficient IT skills for supporting user and troubleshooting.
7. Ability to maintain confidentiality and use discretion in diverse situations.