Job Description

Company:



Job Area:

Administration Group, Administration Group > Administrative Support

General Summary:

We are looking for an executive as well as department assistant who has a positive attitude, is flexible, self-motivated and eager to support one VP and the VP’s direct reports’ groups in Shanghai. The candidate should maintain an elevated level of professionalism, capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. Must be able to maintain a high level of confidentiality. The candidate will manage daily calendars, keep teams informed with new changes, prepare complex travel arrangements, and complete travel expenses for the VP.  This job also requires a person who is reliable, pays attention to details, and overall has good work ethics. Knowledge of Outlook, Teams, Word, Excel & PowerPoint are key.

Qualifications:

• Bachelor’s degree
• 4-5+ years of administrative experiences in supporting large teams and executives in a professional environment.
• Proficiency in English, written and verbal communication
• Interpersonal and cross functional communication skills
• Proficiency in Word, Excel and PPT
• Flexibility, attention to detail and resourcefulness; can work under pressure and be able to deal with multi-tasks with different priorities

Job responsibilities:

• Manages VP’s calendar and appointments, resolves scheduling conflicts coordinating with attendees
• Arrange and coordinate the following meetings:
  • VP’s meetings and various high-level meetings
  • VP’s staff meetings
  • All-hands meetings
• Organizes team events or luncheons; including team-building events, sports clubs, birthday celebrations, etc.
• Manages VP’s expense report for the executive
• Place order for internal procurement
• Operates with little oversight to perform required responsibilities

Minimum Qualifications:

• Bachelor's degree and 2+ years of Administrative Assistant or related work experience.
OR
Associate's degree and 4+ years of Administrative Assistant or related work experience.
OR
High School Diploma or equivalent and 6+ years of Administrative Assistant or related work experience.

*Completed advanced degrees in a relevant field may be substituted for up to two years (Master’s = one year, Doctorate = two years) of work experience.

Preferred Qualifications:

•    3+ years of work experience in a role requiring interaction with senior leadership (e.g., Director level and above).

•    3+ years of experience working in a global, matrixed organization.

Principal Duties and Responsibilities:

•    Provides complex assistance and support to a Director, Sr. Director, or above.
•    Acts as an information source for departmental/company policies and procedures.
•    Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations with the appropriate syntax and grammar.
•    Manages advanced calendar needs for multiple directors and above, including making calendar decisions on their behalf to effectively prioritize their time and resources. 
•    Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, etc.).
•    Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes advanced understanding travel visas and documentation as well as expense reconciliation.
•    Answers, screens, routes and/or responds to internal (with exposure/requests from multiple directors and above) and external emails.
•    Arranges and coordinates various complex types of meetings including luncheons, conferences, and team building events.  These events may include external customers and vendors. 
•    Provides direction to other administrative employees.
•    Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to translate others’ ideas into solutions and procedures.

Level of Responsibility: 

•    Works independently with minimal supervision.

•    Provides supervision/guidance to other team members.
•    Decision-making is significant in nature and affects work beyond immediate work group.
•    Requires verbal and written communication skills to convey complex information. May require negotiation, influence, tact, etc.

•    Works within the prescribed budgetary objectives of the department.

•    Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions).
•    Tasks do not have defined steps; planning, problem-solving, and prioritization must occur to complete the tasks effectively.

Qualcomm expects its employees to abide by all applicable policies and procedures, including but not limited to security and other requirements regarding protection of Company confidential information and other confidential and/or proprietary information, to the extent those requirements are permissible under applicable law.

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If you would like more information about this role, please contact Qualcomm Careers.

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