Administrative Assistant

Job Description

Administrative Assistant (Shanghai)

You will be responsible for providing general operational and clerical support to the office and providing
assistance to the Account Servicing teams. Your role includes managing the operational systems, liaising with
outside service vendors, ensuring office equipment is maintained, and greeting all visitors to FINN Partners.

KEY RESPONSIBILITIES

Administrative Support: Manage day-to-day office operations, ensuring a smooth and efficient work environment.

This includes:
Office Management:
• Reception & Client Services: Provide a welcoming and professional experience for all visitors and callers.
• Telephone Reception: Manage incoming calls, directing them to the appropriate staff.
• Office Reception: Greet visitors, provide information, and ensure a positive first impression.
• Scheduling & Meetings: Coordinate schedules, book meeting rooms, and provide logistical support for meetings.
• Travel Arrangements: Arrange travel for staff and clients, ensuring seamless and cost-effective journeys.
• Maintain a well-stocked and organized office environment.
• Inventory Management: Order office supplies and pantry items, tracking inventory levels.
• Documentation: Support the creation, updating, and formatting of company reports and documentation.

Vendor & Supplier Management:
• Build and maintain strong relationships with vendors and suppliers.
• Accountability: Manage contracts, invoices, and payments.
• Track expenses, process invoices, and assist with basic accounting tasks.
• Troubleshooting & Coordination: Resolve issues and ensure timely delivery of services.

BASIC REQUIREMENT
• 1-3 years of experience in an office administration role
• Basic understanding of HR and accounting processes
• University graduate with excellent command of both written and spoken English and Mandarin
• Computer proficiency in MS Office, Words, Excel, Power Point & Chinese word processing (Photoshop will be an advantage)
• Excellent time management skills with ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements

VALUES

We look for candidates who can demonstrate, understand and apply our workplace values, including:
• Creativity: Imagination untethered who dares to be different.
• Confidence: Wisdom and maturity. Common sense and critical thinking.
• Integrity: Trustworthiness and dependability.
• Passion: Driven from within. Demonstrates commitment and ownership.
• Collaboration: An emphasis on teamwork and a win/win mentality

About FINN Partners, Inc
Founded in 2011 on the core principles of innovation and collaborative partnership, FINN Partners has grown from about $24 million in fees to almost $170 million in fees over ten years, becoming one of the fastest growing independent public relations agencies in the world. The full-service marketing and communications company's record setting pace is a result of organic growth and integrating new companies and new people into the FINN world through a common philosophy. With more than 1,400 professionals across 34 offices, FINN provides clients with global access and capabilities in the Americas, Europe and Asia. FINN Partners clients are also supported through longstanding partner agencies and its membership in the PROI network of leading agencies around the world. Headquartered in New York, FINN has offices in: Atlanta, Bangalore, Beijing, Boston, Chicago, Delhi, Denver, Detroit, Dublin, Fort Lauderdale, Frankfurt, Guam, Hong Kong, Honolulu, Jerusalem, Kuala Lumpur, London, Los Angeles, Madison, Manila, Mumbai, Munich, Nashville, Orange County, Paris, Portland, San Diego, San Francisco, Seattle, Shanghai, Singapore, Vancouver and Washington DC

Application Details

We offer competitive salaries, reflecting the qualifications and experience of the successful candidates. Additionally, we provide ample opportunities for career advancement and growth within the company.
Please note that all personal data collected during the recruitment process will be used solely for recruitment purposes.
Interested candidates are encouraged to submit a detailed resume, including availability, current salary, and expected salary.
To learn more about our FINN Partners, please visit our website or follow us on social media on LinkedIn and Instagram to get the latest news and developments.

Jobcode: Reference SBJ-g6o729-3-144-82-128-42 in your application.