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Executive Assistant and Office Manager

Shanghai Shi, China

Executive Assistant and Office Manager

The Opportunity

Teneo is seeking an efficient and highly organised Executive Assistant and Office Manager to join our team in Shanghai. This role will play an integral role in providing critical operational, administrative and senior executive support for both our Shanghai and Beijing offices.

You will be supporting the Senior Managing Directors in the Shanghai and Beijing offices as well as overseeing the smooth operation of the general office management. This is a varied role which requires experience supporting a team in a fast-paced environment with exceptional organisational and communication skills. The ideal candidate will have experience in similar teams and enjoy a role where an ability to multi-task and liaise effectively with people of all levels across different regions and divisions is key. You will also be responsible for building relationships with counterparts at client organisations and across the Teneo network globally.

Responsibilities

Senior Executive Support

  • Be the main point of contact when the Senior Managing Directors are unavailable – dealing with very senior stakeholders on their behalf.
  • Holds key relationships with counterparts at client offices and builds knowledge of key clients.
  • Manages business-sensitive information in a professional manner and maintains highest levels of confidentiality.
  • Manages and coordinates flight and other travel activities, ensuring timely preparation whilst adhering to the firm's travel policy to ensure cost efficiencies at all times. Assisting with the preparation of any travel-related visa applications and other protocols.
  • Demonstrates a collegiate and collaborative style, actively getting to know peers across the organisation and using this to better understand all areas of our offer.
  • Supports a learning culture and plays an active role in sharing knowledge and insight, as well as attending relevant training.
  • Is committed and enthusiastic and creates an environment which is client-centric, focused and reflects the importance of our relentless focus on clients.
  • Creates a positive and highly professional atmosphere with a can-do attitude, always focused on pre-empting issues/problems and being solutions-focused.
  • Looks ahead and helps prepare the Senior Managing Directors for upcoming events or meetings and keeps a day and week-ahead view.
  • Responsible for the proactive management of calendar for the Senior Managing Directors and anticipates diary/calendar changes and responds accordingly
  • Sources information and pre-brief material from relevant sources ahead of meetings to prepare the Senior Managing Directors when needed.
  • Organise events to include client lunches, dinners and any other ad hoc client entertainment.
  • Organise team meetings, coordinating any data documentation for discussion.

Office Management

  • Responsible for general office management of the Shanghai and Beijing offices (stationery supplies, welcoming guests, organising team events etc.)
  • Coordinate with building management and vendors for office related matters and manage any office move projects that come up
  • Assist with employee onboarding and offboarding working closely with the Regional People team
  • Provide support with the hiring process when needed such as coordinating interviews
  • Liaising with external vendors and contacts such as vendors for health insurance, payroll, accounting, banking, visas etc.
  • Provide on the ground support for coordination of marketing initiatives or collateral
  • Assist with maintaining IT equipment inventory and work closely with IT team
  • Support other colleagues during times of absence and creates a supportive and efficient environment for the wider support team to work in.
  • Leads by example, including demonstrating teamwork with colleagues and participating in support team meetings or events to enhance the office environment.

Requirements

  • At least 4 years related experience in supporting senior leadership and/or general administrative support is required
  • Experience working in a professional services environment will be an advantage
  • Expertise in supporting senior management and business leaders by adding value
  • Excellent communication skills (spoken and written) in English and Chinese is required
  • Able to quickly pick up Teneo brand and quality guidelines/IT systems & kit, administrative processes and Teneo internal systems.
  • Develop high quality documents i.e. agendas/letters.
  • Has a keen attention to detail and exceptional organisational skills in managing multiple overlapping tasks successfully.
  • Able to respond to situations with tact, diplomacy and a sense of urgency
  • Takes an advisory role on company procedures and has in-depth knowledge of the different business practices, leadership teams and specialist skills, knowing who to go to for what.
  • Able to leverage knowledge of the business to support the Senior Managing Directors and the team
  • Able to assist with the project management of the Senior Managing Directors’ day-to-day projects and work and helps them by developing timelines, bringing in required resources or skills and ensuring the smooth-running of the project.
  • Is flexible and adaptable in taking on new tasks or supporting other areas of the business when required.
  • Bachelor’s degree is preferred.
  • Advanced Outlook skills (proficient use of email and calendar essential)
  • Proficient IT skills in MS Word, Excel & PowerPoint essential

About Teneo

Teneo is the global CEO advisory firm. We partner with our clients globally to do great things for a better future.

Drawing upon our global team and expansive network of senior advisors, we provide advisory services across our five business segments on a stand-alone or fully integrated basis to help our clients solve complex business challenges. Our clients include a significant number of the Fortune 100 and FTSE 100, as well as other corporations, financial institutions and organizations.

Our full range of advisory services includes strategic communications, investor relations, financial transactions and restructuring, management consulting, physical and cyber risk, organisational design, board and executive search, geopolitics and government affairs, corporate governance, ESG and DE&I.

The firm has more than 1,600 employees located in 40+ offices around the world.

Our Commitment to Diversity & Inclusion

Teneo is an equal opportunity employer and promotes a diverse and inclusive workplace. Teneo considers all applicants without regard to race, colour, religion, creed, national origin, age, sex, marital status, ancestry, disability, gender identity, genetic information, or sexual orientation or any other status protected by applicable law.

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Candidate Privacy Notice

What is the purpose of this document?

Teneo Strategy Limited (“Teneo”) is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. You are being sent a copy of this privacy notice because you are applying for work with us (whether as an employee, worker or contractor). It makes you aware of how and why your personal data will be collected, used and disclosed for the purposes of recruitment as well as your rights in respect of your personal data.

Data protection principles

We will comply with data protection law and principles, which means that your data will be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

The kind of information we hold about you

In connection with your application for work with us, we will collect, store, a range of information about you, including:

  • Your name, address and contact details including email and phone number.
  • Information you have included in your CV, application form or covering letter.
  • Details of your qualifications skills, experience and employment history.
  • Information about your current level of remuneration and benefits.
  • Information about your entitlement to work in the country of employment.

We may collect this information in a variety of ways, for example data may be contained in CVs or application forms, from a recruitment agency or LinkedIn, collected through interviews or other assessments or obtained from your passport or identity documents.

We may also collect personal data about you from third parties, such as references supplied by former employers. Where it is necessary and relevant for the position being applied for we may also undertake a review of information that is publicly available on your social media accounts. We will only seek such information once a job offer has been made to you.

How we will use information about you

We have a legitimate interest in collecting and processing your data for the purposes of carrying out our application and recruitment processes, which includes:

  • Assessing your skills, qualifications, and suitability for the role;
  • Communicating with you about the recruitment process and your application
  • Verifying your information and carrying out reference checks

In some cases, we may need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the country of employment before employment starts. 

If you do not provide personal information

You are under no statutory or contractual obligation to provide data to us during the recruitment process. However, if you do not provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications, work history and satisfactory references), we will not be able to process your application.

Who has access to personal data

  • Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process and managers in the relevant business area.
  • We may share your information with other companies within the Teneo group if, for example the role and or hiring managers are located outside of the EEA or you are applying for a senior management position, and with third parties outside of the EEA. We will make sure that appropriate safeguards are in place to ensure the confidentiality and security of your personal data.
  • Your information may be shared with a recruitment agency or search consultancy with whom you have registered or instructed to feedback on interviews or process your application or the contacts you have nominated as your referees.
  • Your information may be shared with a third party provider of skills, aptitude or psychometric testing used in the selection process or a third party provider of recruitment software. Any third party provider will be acting under our instructions and will process your personal data for the purposes set out in this Notice and in accordance with our instructions. Any third party provider will be required to have appropriate security measures in place to protect your personal information in line with our policies.
  • Graduate Entry: If you have made an application to our graduate scheme we may share your information with a third party service provider who acts on our behalf to assist with our graduate recruitment. Any third party provider will be acting under our instructions and will process your personal data for the purposes set out in this Notice and in accordance with our instructions. Any third party provider will be required to have appropriate security measures in place to protect your personal information in line with our policies.

Data security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost or destroyed, misused or disclosed and is not accessed except by our personnel in the proper performance of their duties.

Data retention

How long will you keep my information for?

If your application for employment is unsuccessful, we will keep your data 3 years after we have informed you that your application was unsuccessful. We keep your data for this period so that we can show that the recruitment process has been conducted in a fair and transparent way. We also retain your personal data so that we can notify you of future job opportunities if they arise.  At the end of this period, we will securely destroy your personal data.

If your application for employment is successful, personal data collected during the recruitment process will be transferred to your personnel file and retained during your employment. Further details on this are provided in the Employee Privacy Notice.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request access to your personal information
  • Request correction of the personal information that we hold about you.
  • Request erasure of your personal information where there is no good reason for us continuing to process it
  • Object to processing of your personal information where there is something about your particular situation which makes you want to object to processing on this ground.
  • Request the restriction of processing of your personal information.
  • Request the transfer of your personal information to another party.

If you wish to exercise any of these rights, please contact peopleconnect@teneo.com.

Queries

If you have any questions about this privacy notice or how we handle your personal information, please contact a Teneo Recruitment Coordinator at peopleconnect@teneo.com.

Last updated: 5 December 2019

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