Aetna Executive Assistant in Shanghai, China

Req ID: 54597BR

Fundamental Components & Physical Requirements:

  • Ensure the smooth running of office daily administration, and the maintenance of office assets and supplies

  • Develop and implement the security and admin policies and plans for the company

  • Track admin expense with analysis to come up with cost saving initiatives

  • Select and manage 3rd party suppliers of office administration

  • Ensure the safe-keeping/security of company assets as well as protection of employees in the company

  • Manage and implement the office layout and seat plan

  • Manage and maintain the office admin storage, employee contact list, stationery, employee s badges, building badges, receptionist/cleansers, name cards, etc.

  • Work closely with different managers/directors and office building property for the office renting and admin service/policy communication

  • Handle the admin related complaints properly from employees and provide professional admin service to employees.

  • Oversea the office cleanser.

  • Perform as the admin contact window of China office site, and ensure the smooth communication between other Aetna office sites.

  • Schedule appointments for Country Manager and ensure they are properly coordinated

  • Arrange flights, hotel bookings for the Country Manager and guests

  • Coordinate meeting facilities to ensure all logistics are arranged, prepare minutes of meeting and follow up on all outstanding actionable items

  • Responsible for the submissions of expenses for Country Manager

  • Support Country Manager in the preparation for internal activities, public events, speaking engagements, etc.

  • Coordinate Country Manager s house renting, Visa/work permit, business associations, and other tasks assigned by Country Manager.

  • Act as the “Gate Keeper of company chop, ensure the compliance requirements on company chop can be conducted strictly

Background/Experience Desired:

§ Proven personal assistant and administrative experience

§ Fluent in English and Mandarin

§ Previous experience of office management

§ Proven track record in effective communication

§ Proven track record in organizing and maintaining accurate office record

§ Detail oriented, responsible and earnest

Educational Requirements:

§ Bachelor degree or above

Job Function: Office Support

Aetna is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veterans status.