上海招聘

Job Description for PERSONAL ASSISTANT

MISSION :
Assist GM in his mission:
- by delivering properly processed information, which is selected, organized and presented according to their specific known use and in line with general guidelines for the entity, to facilitate decision-making
- by organizing and optimizing his/her (their) work and effectiveness
- by watching over the quality of general administrative work in connection with entity and by suggesting solutions and alternatives together with their cost where internal dysfunctions are identified.

While ensuring:
- quality, effective and confidential exchanges and communication with internal and external partners while projecting a good image of the Company
- continuity in processing and circulation of information regardless of manager(s') absence/leave
- performance of the administrative team (if the Attaché to the director has authority to act as manager)

RESPONSIBILITieS
She/he is in charge of:
- day-to-day administrative follow-up of personnel and welcome of newcomers as well as training of the entity's new Personal
- office maintenance matters and safety
- the entity's management of office supplies, documentation and collective facilities
- advising colleagues on administrative procedures and techniques
- use of communication and office automation tools
- managing all information necessary to his/her manager(s') decision-making including strategic information and looking out for relevant information for his/her manager(s) to carry out his/her mission
- projecting a good image of the entity and the Company through the quality of welcome to visitors and exchanges with internal and external partners
- organizing his/her own daily work
- providing for support of his/her manager(s') daily activities
She/he is in charge of monitoring ongoing action (files, PA, projects, follow-up) - Role is to alert the manager.


FUNCTIONS / ACTIVITIES RESULTS
· Organizes her own electronic filing and work space. Types and lays out all kinds of documents to facilitate communication in full respect of procedures and confidentiality. Organizes electronic filing.
· Own as well as manager(s) day-to-day electronic filing and work space organization are carried out.
· Circulation-worthy documents are produced. Proper information record is ensured through accurate electronic filing of documents.
· Collects, selects relevant/pertinent information (in French/English + another language), summarizes, photocopies, updates and transmits it to her/his manager(s) or to the department(s) and stores it.
· Receives, dispatches, deals with and circulates mail, faxes and messages Internal and external circulation of strategic information and vital to the day-to-day functioning of the service efficiently carried out.
· Information selected and circulated is relevant, reliable and anticipates needs. Mail, faxes and messages are reviewed and appropriate answers are provided.
· Welcomes local and foreign visitors of manager(s) (such as politicians ambassadors, CEOs), filters calls independently, notes and circulates messages, stressing the important points.
· The different formalities concerning visitor access are carried out in due time.
· Requests for information received by phone are properly dealt with and callers are put in touch with the relevant contacts.
· Messages are followed-up and answers provided.
· Improves work organization and enriches work scope. Develops and improves organizational processes.
· The work is organized in such a way as to facilitate effective replacement.
· Respect for internal rules is guaranteed. Dysfunctions are identified, assessed and solutions including alternatives with supporting figures suggested and implemented.
· Anticipates actions to be led, organizes and prioritizes work according to deadlines.
· Can be trusted with certain matters, files or studies within entity.
· Urgency and priorities are identified and handled.
· Files, events and projects are scheduled in such a way as to ensure timely achievement of all objectives.
· Optimizes his/her manager(s)' diary according to orientations given.
· Organizes meetings and travel arrangements according to his/her managers' orientations.
· Collects, analyzes and summarize information required to create and follow up (in French/English + possibly another language) management reports/charts or studies to facilitate decision-making, suggests possible solutions.
· Attends Management Team meetings, takes condensed notes (in French or English).
· Prepares, coordinates organization and ensures follow-up of events, complex matters (cross-sectional, multicultural, strategic, confidential), and some of the entity's projects. The manager(s)' work is optimized (agenda, choice of transportation means).
· Respect for travel arrangement processes is guaranteed.
· Meetings are organized in due time. Adequate and timely documentation to enable decision-making is provided. Meeting agendas are prepared, minutes/ reports are drafted (in French or English), important points are stressed, and handed out without validation of the manager(s), follow-up of important actions and deadlines carried out.
· Actors are coordinated and contributor's input requested. Results are summarized, solutions are assessed, suggested, and where applicable, implemented. Effective wrap-up of files and quality of events roll-out are guaranteed.

Astek is and IT and Engineering consulting company providing solutions to some of the world’s largest industrial and services groups for 30 years. We support our clients with the creation and development of their new products and services around 4 main business lines:
? Information Technology and Systems (IT & IS)
? Technical Engineering & Product Development
? Digital Solutions
? Smart Systems
Astek is a community of 4300 passionate experts empowering clients in 14 countries throughout Europe, APAC, Middle East and the Americas. Our Team is dedicated to offer our global clients project support while guaranteeing a consistent level of service alongside a commitment to excellence and strong core values. We’re always looking for smart, talented, driven, down-to-earth, fun-to-work-with people who want to make a positive and meaningful impact!

爱思特中国公司成立于2007年，是法国Astek集团在中国的全资子公司，专门从事汽车、航空航天、国防、能源、交通、金融、医疗、旅游和电信部门等领域的IT和工程咨询服务。

爱思特中国凭借有着28年历史的爱思特集团的专业知识和行业经验，致力于服务于各行业的著名客户。