• Maintain filing and archive system for documents like contracts, invoices, receipts, correspondence, etc.
• Organise events such as workshops, conferences and meetings.
• Formalise reports and review documents for readiness to use with grammatical correctness.
• Reserve confidentiality in both electronic and hard copies of documents
• Prepare quotation, job sheet and invoice for customer
• Compile and send a report to the customer
• Assist Admin Manager with ad hoc duties
• Organizing and scheduling internal and external meetings and appointments, including setting up video conferencing logistics.
• Make detailed notes/minutes during meetings.
• Write and distribute correspondence emails and memos to team members.
• Data entry and generating reports
• Collating materials and formatting documents for grants, peer-reviewed journals, and other similar scientific submissions, and tracking progress through the process.
• Perform a variety of administrative and clerical duties

Skills: Document Management, Event Coordination, Report Writing and Editing, Confidentiality and Data Security, Customer Service and Invoicing, Meeting Coordination, Minute-Taking and Note-Taking, Administrative Support

• Provide general administrative support such as data entry, filing and scanning of documents
• Answering phone calls, attending to walk-in customers and handling customer inquiries
• Co-ordinate with various departments to ensure smooth workflow
• Assist in handling feedback, complaints and inquiries
• Generate daily task reports
• Support on HR administrative matters including staff-related matters (such as issuing staff passes, mobile management, staff claims, submission of Government Claims
• Raising Purchase Order Forms, maintaining the staff directory and ordering of stationery and pantry items where required).
• Receive and sort daily mail/deliveries/couriers
• Support on in-house events co-ordination organization and hosting
• Daily track and monitor 3PL tracking label, and order status of all IS (Inside Sales) orders to make sure they are in process and no errors.
• Coordinate with sales, operation, and 3PL in any related IS order issue
• Issue a discount coupon to the IS agent to apply when placing each order
• Update order details and record data in the report

Skills: General Administrative Support, Customer Service and Communication, Interdepartmental Coordination, Feedback and Complaint Management, Reporting and Data Generation, HR Administrative Support, Mail and Delivery Management, Event Coordination and Hosting

• Maintaining the office inbox
• Dealing promptly and accurately with incoming emails by printing and linking them to the correct case files prior to passing them to the relevant team to deal with
• Dealing with the incoming Royal Mail post and dispatching of post and DX at the end of the day
• Cover reception duties on a rota basis
• Closely monitor to ensure all lead data has been completely recorded and updated by IS agent
• Submit timely reports and prepare data as assigned
• Raise the issue and coordinate with the related team for return/exchange/incomplete order
• Process payroll for workers, arrange relevant training courses for employees and maintain training records.
• Manage employee attendance, leave management and medical benefits
• Updating and maintaining personnel files and databases.
• Provide support to end 1st& 2ndlevel users (PCs / Laptop/servers/Printers)
• Manage Network/system backup and disaster recovery operation

Skills: Inbox Management, Email Coordination, Mail Dispatch, Reception Duties, Lead Data Monitoring, Issue Resolution, Payroll Processing, Attendance Management

• Collect evidence, contracts, invoices, and project documents which must be sent to the client for the liquidation process.
• Create Purchase Orders for vendors when required.
• Create Jobcode, Cost Estimate using in-house systems.
• Work with a finance team and accountants to issue invoices to clients.
• Work with internal teams to collect liquidation documents.
• Work with admin team to respond to the client's feedback on the project
• Create contracts and liquidation minutes for freelancers.
• Upload documents to client software.
• Submit to sign liquidation documents.
• Identify and introduce recruitment initiatives, such as local job fairs and/or online networking events
• Call applicants to screen them for suitability, following up with e-mail communication
• Daily connection with the office as the contact window
• Guarantee the head office is always in a good image, daily check and supervise routine administration work well organized and arranged, not limited to office cleaning, office plant, office equipment, furniture, etc

Skills: Evidence Collection, Purchase Order Creation, Cost Estimation, Invoice Issuance, Document Coordination, Client Feedback Management, Contract Creation, Recruitment Initiative Development

• Maintain regular contact with prospective candidates to check availability for work and requirements
• Provide delegates with an office tour and presentation on the benefits of working for us
• Check all right-to-work documentation
• Update the database on offers and write to unsuccessful candidates via the system
• Provide the Head of People and Culture with KPI reports
• Attend weekly update meetings
• Manages and administers all talent review documents and spreadsheets
• Manages and tracks the departmental budget
• Supports all meetings and sessions held in the home office
• Support training and conferences with prep and logistics needs
• Manage union contract updates
• Manage and deliver the low-consumption, ensure safety stock of low-value consumption goods, updates to the safety stock list as monthly based inventory
• Ensure the availability of drinking water, coffee, tea and other office suppliers for staff and visitors

Skills: Candidate Communication, Office Tour Presentation, Right to Work Documentation, Database Management, KPI Reporting, Meeting Support, Budget Management, Supply and Inventory Management

• Strong Executive support and secretarial skills critical
• Fluent in English, Romanian and Mandarin, both written and spoken
• Proven ability to manage and develop business with KOL’s in region
• Evidence of emotional intelligence
• Able to build strong positive relationships with key decision makers and collaborate positively inside the Mindray organization
• Good communicator with excellent listening, spoken and written communication skills
• IT literate with Microsoft Office
• Ability to work in Europe without the requirement of company sponsorship
• Ability to possess strong organizational and administrative skills and the ability to multitask and maintain strong attention to detail in a fast-paced environment
• Excellent phone manner, solid written and verbal communication skills and customer service oriented
• Strong Computer Skills and proficiency in Microsoft Office Suite such as Word, Excel and PowerPoint

Qualifications: BA in Business Administration with 3 years of Experience

• Strong English writing and communication skills.
• Advanced knowledge of computers and programs (e.g., word processing, excel, PowerPoint)
• Ability to work in a fast-paced setting with many interruptions.
• Knowledge of science or a scientific background
• Strong PC skills, including Word and Excel
• Strong communication and organizational skills.
• Ability to maintain confidential information and records.
• Ability to multi-task
• Ability to adapt to frequently changing priorities and deadlines.
• Ability to prepare and route administrative packages to include the preparation of evaluations, fitness reports, awards, etc.
• Ability to support program reviews with printing quality handouts.
• Ability to ensure adherence to visitor control procedures in the office including visitor log-in, maintenance personnel escort, and mobile phone offsite stowage.

Qualifications: BS in Human Resources with 2 years of Experience

• Experience in providing direct support to the Prog. Dir., maintain his schedule/travel schedule/daily agenda
• Ability to support team of 10 with scheduling, paperwork, room reservations, conference logistics, etc.
• Ability to schedule and maintain meetings, and coordinate resources
• Ability to maintain and print daily calendars.
• Ability to maintain tasker deadlines to include notifying responsible parties of duties and assignments.
• Ability to process correspondences related to job duties and on behalf of the Program Director
• Ability to support internal and external stakeholder meetings, briefings, and conferences, including international cooperative engagements.
• Ability to answer and direct phone calls appropriately.
• Ability to maintain appropriate clearances.
• Ability to assist with the proper distribution of unclassified and classified documents.
• Ability to make travel arrangements.

Qualifications: BA in Communications with 3 years of Experience

• Experience using data warehouse and/or HCM/payroll/automated timekeeping programs such as Kronos and SAP
• Knowledge of State, Federal and other regulatory requirements for payroll and wage/hour
• Demonstrated ability to support teams of 400-600 employees
• Intermediate proficiency using MS Excel or other spreadsheet applications
• Demonstrated ability to maintain confidentiality of sensitive information
• Experience as an executive secretary, administrative assistant, or in other related fields
• Strong organizational skills
• Ability to prioritize and multitask
• Strong attention to detail
• Experience with QuickBooks or willingness to learn

Qualifications: BS in Psychology with 4 years of Experience

• Experience in administrative support in a complex environment supporting middle to upper-level management
• Microsoft Office skills are required along with the ability to communicate both orally and in writing 
• Exceptional organizational skills and be able to manage more than one project at a time 
• Administrative Assistants must work with a sense of urgency, and take the initiative to complete admin tasks 
• Experienced in Calendar Management
• Proficient in MS Office & competent in Excel.
• MS Navision ERP system or SAP hands-on experience.
• Good communication skills.
• Able to start work on short notice

Qualifications: BA in Public Administration with 3 years of Experience