Executive Assistant, Asia

Company Name: Accolade Wines Australia Ltd

Location: Shanghai, Ch

Job Duration: 2021-11-24 to 2021-12-24

Overview

Enrich Your Everyday

At Accolade Wines, our purpose is to enrich everyday moments through our amazing wine brands. It goes without saying  that everything we do as an organisation and as individuals is in service of fulfilling this purpose.

As one of the world’s leading wine companies, our award-winning portfolio includes loved brands such as Hardys, Grant  Burge, St Hallett, House of Arras, Petaluma, Banrock Station, Mud House, Jam Shed, Tatachilla, Brookland Valley and  many more.

The driving force behind our business is our people, their expertise, their passion and their professionalism. With over 1,400 dedicated employees in Australia, the UK, Europe, Asia, South Africa, New Zealand and North and South America, it is our teamwork that sets us apart.

Role Details

You will:

Manage support and administrative tasks and be the primary point of contact for the General Manager and the broader team. Apply a broad range of skills and the ability to exercise considerable judgment, initiative, confidentiality, and independence. Work collaboratively with other EA’s to ensure common processes and practices

Your Key Accountabilities

Diary Management

  • Have ready required documents and files in preparation for Executive meetings.
  • Anticipate and respond quickly to requirements and handle multiple activities concurrently.

Meeting & Event Coordination

  • Organise meetings, workshops etc and coordinate all logistics including attendance of participants, venue, audio visual requirements, transportation and catering, where appropriate.
  • Prepare and distribute agendas and other relevant documents in a timely and efficient manner.

Communication

  • Maintain good knowledge of systems, processes and issues to effectively handle enquiries
  • Gather and collate information from a wide variety of sources in response to the initiatives of the Executive and ensure appropriate circulation of relevant communications ensuring the highest levels of confidentiality.
  • Receive all incoming mail (paper and electronic) and messages; review and evaluate to identify those items requiring priority attention of the Executive; route items for action, as appropriate.

Travel Coordination

  • Coordinate all aspects of domestic and international travel arrangements, including management of logistical considerations, visas and entry requirements.

Documentation and Presentations

  • Assist in the formatting of draft presentations and documents to assist the Executive in preparing professional documents that are appropriate for the intended audience.
  • Prepare draft documents, ensuring standard formats are followed and details are accurate and complete, so that matters are handled quickly and require only a final review by the Executive
  • Coordinate the submission of key documents on behalf of the Executive to ensure all relevant information is provided and all necessary action has been taken prior to meetings.

Records Management

  • Ensure relevant records/files are kept up to date, accurate and complete so that they fully satisfy the known information requirements and are readily accessible to users
  • Maintain and update filing systems (hard copy and electronic) to ensure information is well organised and readily accessible, with appropriate security and version control.

People Coordination & Administration

  • Be key contact for the functional leader on all administrative staff issues in the relevant function
  • Assist with the induction of new employees and attend to the changing needs of existing staff (i.e. office moves, equipment and IT needs) where required
  • Process payments of invoices and ensure expenses are reconciled in a timely manner
  • Co-ordinate Hong Kong office utilities and services, including phones, rent, energy, cleaning

General

  • Project administration – provide support to Executive, handling administration project tasks
  • Establish and maintain appropriate office systems and procedures
  • Contribute to the team atmosphere and relieve or support other team members as appropriate
  • Liaise with administrative staff within the function on standards, processes and the dissemination of company communications, and provide coaching and support as required.
  • Other duties and support as required from time to time

Other Accountabilities Include

  • Administrative efficiency, accuracy and initiative
  • Effective and timely communication and influencing
  • Demonstrated knowledge of internal processes business activities

Your Knowledge and Skills

  • Advanced secretarial skills
  • Advanced MS Word and PowerPoint skills
  • High level interpersonal skills
  • High level written and verbal communication
  • Knowledge of wine terminology
  •  Ability to meet deadlines and commitments
  • Exceptional organisational skills
  • Ability to prioritise and multi-task
  • Ability to work well unsupervised and as part of a team.
  • Discretion – manage confidential/ sensitive information
  • Flexibility and professionalism

Essential Qualifications

  • HSC or equivalent with a Certificate in Business Administration (or similar) preferred.
  • Experience in providing executive/senior management support and assistance.
  • Fast and accurate typing speed (e.g. minimum 65 wpm)
  • Proficient in the use of  Microsoft business applications (Adv – Word, PowerPoint and Outlook; Intermediate – Excel)
  • Knowledge of and proficiency with relevant office equipment and systems