美国船级社上海代表处 招聘 ..Assistant to Vice President

ABS is a not-for-profit corporation that has no capital stock and pays no dividends.All funds generated fees for classification services are used solely for the performance of such services.A surplus of receipts in any 4>职位描述: General Summary Provides confidential professional secretarial and administrative support to an Executive Officer of ABS. May also provide general administrative assistance to entire department staff members as necessary. Uses independent judgement in carrying out responsibilities and takes initiative to handle routine and semi-routine matters. May provide direction and guidance to members of the office administrative support staff in project work as assigned. This is a non-exempt position. Principal Duties and Responsibilities (PDR) 1. Maintains schedule of appointments and meetings. 2. Screens phone calls, takes clear and complete messages and directs calls to the appropriate individual. Where appropriate, directly handles routine and semi-routine matters on behalf of an Executive Officer of ABS. 3. Processes correspondence, maintains filing system, sorts and distributes departments mail as required. 4. Handles processing of vendor invoices, weekly entries of timesheets and preparation of travel expense reports as required. 5. Keeps track of travel and meeting schedules and informs direct reports of same. 6. Arranges and coordinates executive travel itinerary and hotel reservations with company-designated travel agency. Works closely with travel agents to finalize the details of all travel arrangements. 7. In an administrative capacity, depending on which Executive Officer that the incumbent reports to, an Executive Assistant may be responsible for the following: Maintaining a current listing of ABS Members Assisting with the Board of Directors membership listing or other special ABS Committees as assigned. Must become familiar with the ABS database for maintaining such memberships and mailing lists, and will work closely with the External Affairs Department for maintaining all related information in the ABS database. Making any necessary arrangements for various business and committee meetings that will be attended by the Chairman and other officers of the Senior Executive Staff, including but not necessarily limited to air travel, hotel accommodations, meeting space or other required reservations for social functions, or for entertainment of clients. Frequent contact with Board and Committee Members will be required for coordination of agenda items, hotel accommodations, meeting schedules and attendance, or other Board or Committee related issues. Works closely with the Executive Assistant to the Chairman of ABS Group in the coordination of high level industry meetings or social events. Can designate a member of the administrative support staff, i.e., exempt or non-exempt administrative/clerical support staff to work on such projects. 8. May negotiate, review and approve contracts for meeting space or social functions. May be required to organize guest lists or rooming lists for hotels or resorts, and may be required to develop meeting agenda and schedule of events for same. 9. Prepares a list of clients or committee members attending functions or meetings, or who may be visiting the Corporate office. 10. Keeps the Receptionist informed of the names of all visitors to the ABS office in the event of business or committee meetings. 11. May be responsible for keeping track of departments revenue expense and headcount budgets. 12. Performs routine and non-routine clerical tasks with little or no supervision. 13. May provide occasional work direction and instruction to other Administrative Assistants. 14. Keeps abreast of PC business applications and attends training courses as needed. 15. Maintains limited inventory of office supplies or shares a common storage area for same. 16. Performs other project work or administrative support tasks as assigned. Knowledge, Skills and Abilities Required (KSAR) 1. A minimum of Bachelor degree. 2. A minimum of seven (7) years previous experience as an Administrative Assistant to a Manager or Director, or a combination of education and experience. 3. Advanced knowledge and skills in the use of office automation software, which may include spreadsheet or database applications, word processing, and presentation applications. Ability to learn additional programs as required. 5. Excellent oral and written communication skills. 6. Must have strong interpersonal skills and ability to deal with all levels of employees and outside clients in a professional and business-like manner. 7. Ability to handle routine and non-routine business matters in the absence of an executive. 8. Ability to prioritize workload and handle assignments simultaneously as may be required. 9. Must have strong organizational skills. 10. Needs to be familiar with the ABS Quality & Environmental Management System. (Applicable to internal candidates only) Disclaimer Clause This position deion is not intended, and should not be construed, to be an all inclusive list of responsibilities, skills, efforts or working conditions associated with the job of the incumbent. It is intended to be an accurate reflection of the principal job elements essential for making a fair decision regarding the pay structure of the job. Working Conditions Work will normally be performed in an air-conditioned office environment and will be non-manual in nature. Occasionally may have to lift between 5-15 pounds. May be required to work overtime and travel occasionally. Reporting Relationships Reports directly to an Executive Officer of ABS who is not the Chairman/CEO or the President/COO of the Bureau. Assistance may be provided as needed by members of the office administrative support staff (i.e., all exempt and non-exempt clerical support staff). FLSA Status Non-exempt