Executive Assistant

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We are JTI, Japan Tobacco International, and we are present in 130 countries. We have spent years innovating, creating new and better products for the consumers to choose from. This is our business. But not only. Our business is our people. Their talent. Their potential. We believe that when they arefree to be themselves, and they are given the opportunity to grow, travel and develop, amazing things can happen.That’s why our employees, from around the world, choose to be a part of JTI.It is why 83% of employees feel happy working at JTI. And why JTI is recognized with various Employer of Choice certifications across different countries and regions.So when you’re ready to choose a career you’ll love, in a company you’ll love, feel free to #JoinTheIdea.Learn more jti.comThis job advertisement will remain open until filledLocal applicantsare welcome.DepartmentGeneral ManagementLocation Tainan City, TaiwanReporting to Cluster Operations LeadRole PermanentWhat This Position Is About - Purpose

• Provide administrative support to the factory and assistant support to the Cluster Operations Lead Taiwan with miscellaneous/assigned business.
• The incumbent also assists, controls, and drives initiatives aligned to the factory and/or the Cluster Operations Lead Taiwan accountability to the organization.

What Will You Do - Responsibilities

• General Affairs Administration
• Support Cluster Operations Lead Taiwan on daily activities and ensure job assignments meet expectations and within the deadline.
• Duties include taking and transcribing minutes, developing visitors/local meeting agendas, processing expense reimbursement, composing routine correspondence where appropriate, maintaining records, screening calls, managing appointments, creating requisitions, or any documentation procedures.
• Prepare, analyze, and monitor the department’s operating expenses by reviewing and highlighting significant cost deviations to the Finance team.
• Execution of the job is done with minimum supervision, exercising discretion and sound judgment at all times.

• Visitor Management
• Provide strong support in scheduling meetings, conferences, and other logistic arrangements.
• Responsible for inbound and outbound visitor support on travel arrangements including flight, visa, hotel, transportation, and other arrangement.
• Document Administration & Management
• Responsible for compilation of weekly meeting minutes, monthly GSC report & KPI, regular presentation material, and any ad-hoc reports/presentations.
• Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office in accordance with the record management policy & 5S3R rules.
• Conduct research, compile data, and prepare information for consideration and presentation to management and staff.
• This is achieved by proper and timely coordination, follow-up, and communication with various parties involved in work processes and end-result delivery.
• Communication
• Function in a confidential and responsible manner on work assigned.
• Ensure effective and timely dissemination communication of critical information for the business with internal management, staff, and external parties.
• Interact with the senior level VIPs, Executives of the organization, and local ExCom in a professional manner. Work as a team with assistants from worldwide offices.
• Maintain close business relations with business partners.
• Project Coordination
• Organize and support office events such as regional conferences, factory/team events, workshops, and retreats.
• Coordinate with relevant parties for logistic arrangements based on needs including internal colleagues, hoteliers, and event organizers.
• Assist local ExCom in providing ad-hoc support for any projects/plans identified by the factory and may act to lead these plans.
• Other
• Manage various tasks and projects as they arise and upon the manager’s request.

Who Are We Looking For - Requirements

• Must-Have
• University graduate
• At least 5 years in a similar role involving planning, coordinating, and support functions, including interaction with senior management
• Possess the ability to interact with people at all levels both local and international, the ability to maintain a high level of confidentiality, and the ability to facilitate decision-making and direct requests in the absence of an Entity Head
• Experience in project leading will be an added advantage
• Fluent in English and Chinese Languages
• MS Office applications, especially Excel and PowerPoint. SAP skill is a plus.

What Are The Next Steps - The Recruitment Process

• Thank you very much for your interest in the role. You are welcome to apply.
• We will make sure every candidate will receive a reply within 2 weeks after the application deadline.