Executive Assistant for Head of HP (上海, 中国, 上海)

Executive Assistant for Head of HP

The Executive Assistant to the Head of Human Pharma TCM is responsible for providing comprehensive administrative and operational support to ensure the efficient running of the Head of Human Pharma and the management teams. The role manages executive calendars, meetings, travel arrangements, events, communications, global visitor coordination, budget tracking, and other administrative activities. This position works closely with local and global stakeholders to facilitate smooth business operations and support key organizational initiatives.

Job Responsibilities:

1. Executive Calendar and Meeting Management: Manage and maintain the Head of Human Pharma’s calendar, prioritize appointments and ensure efficient scheduling. Coordinate meetings, conference calls and business reviews across different functions and time zones. Prepare meeting agendas, materials and presentations as required. Take meeting minutes and follow up on agreed action items.

2. Events and Conference Management: Coordinate and organize internal and external events, workshops, leadership meetings, town halls and conferences. Independently support large-scale business events, including National Sales Conferences. Manage event logistics, venue arrangements, vendor coordination and on-site support. Prepare meeting packs, reports and presentation materials.

3. Executive Visits and Stakeholder Coordination: Arrange schedules and logistics for local, regional and global visitors. Act as the key coordination contact for executive visits. Prepare briefing materials and coordinate transportation, accommodation, meeting arrangements and other related activities. Support interactions with external organizations and business partners when required. Handle Expats’ special requirement (visa, work permit, etc.)

4. Travel and Logistics Management: Manage domestic and international travel arrangements for the Head of Human Pharma. Coordinate visa applications, flight and hotel bookings, ground transportation and travel itineraries. Maintain accurate travel schedules and provide logistics support for business trips.

5. Financial and Compliance Support: Support department budget tracking and expenditure management. Assist with purchase orders, invoice processing and payment follow-up. Process travel and entertainment expenses through company systems in compliance with company policies. Support event and project budget monitoring and reconciliation.

6. Documentation and Record Management: Maintain and update filing systems, databases and department records. Ensure business documents, reports and presentations are properly archived and maintained. Support preparation and consolidation of management reports and other administrative documents.

7. Team Support: Coordinate onboarding logistics for new leaders and team members, including workspace, IT setup and orientation arrangements. Support talent review meetings, leadership meetings and team engagement activities. Assist with organization of training programs, workshops and employee events.

Job Requirements:

- Bachelor's degree or above.

- Minimum 5 years of relevant experience supporting senior leaders in a multinational environment.

- Strong organizational, coordination, and stakeholder management skills.

- Experience in event management, travel coordination, budget administration, and executive support is preferred.

- Excellent communication skills (oral and written) in both Chinese and English with the proven ability to operate in a pro-active, professional manner.

- Willing to learn with positive attitude.

- Proven ability to manage multiple priorities and work effectively under pressure.

- Strong attention to detail and demonstrated ability to handle confidential information with discretion.

- Strategic leadership skills and vision, including experience coaching and mentoring team members.