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This position will remain open until filled
Role: Permanent
Reporting to: Factory Lead
Executive Assistant
Provide administrative support to the factory and assistant support to the factory lead in Taiwan with miscellaneous/assigned business. The incumbent also assists, controls, and drives initiatives aligned with the factory and/or Taiwan's Factory Lead's accountability to the organization.
As the Executive Assistant, you will:
General Affairs Administration
Support the factory lead on daily activities and ensure job assignments meet expectations and are completed within the deadline.
Duties include taking and transcribing minutes, developing visitors/local meeting agendas, processing expense reimbursement, composing routine correspondence where appropriate, maintaining records, keeping, screen calls, leading appointments, creating requisitions or any document 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 logistical arrangements.
Responsible for inbound and outbound visitors' support on travel arrangements, including flight, visa, hotel, transportation, and other arrangements.
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 confidentially and responsibly on work assigned.
Ensure effective and timely dissemination 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 professionally. 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 conference, factory/team event, workshop, and retreat.
Coordinate with relevant parties for logistical arrangements based on need, 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.
Requirements:
University graduated At least 3 to 5 years in a similar role involving planning, coordinating, and support functions, including interaction with senior managementPossess the ability to interact with people at all levels - both local and international, ability to maintain a high level of confidentiality, and ability to facilitate decision making and direct requests in the absence of the Entity HeadExperience in project leading will be an added advantageFluent in English and Chinese LanguagesCommon PC skills (MS Office applications, especially Excel and PowerPoint). SAP skillsAre you ready to join us? Build your success story at JTI. Apply now!
Next Steps:
After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with Talent Advisor > Assessment tests > Interviews > Offer. Each step is eliminatory and may vary by role type.
At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. If you need any specific support, alternative formats, or have other access requirements, please let us know.