Title:  Executive Assistant

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Reporting to: Factory Lead

Duty Post: Tainan, Taiwan

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 management
• Possess 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 Head
• Experience in project leading will be an added advantage
• Fluent in English and Chinese Languages
• Common PC skills (MS Office applications, especially Excel and PowerPoint). SAP skills

Are 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.