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Admin Assistant [Shanghai - Internship]

Posted in HR & Administration on January 23rd 2019
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Admin Assistant

[Shanghai - Intern]

About ITC

IT Consultis (ITC) is a leading digital agency in Shanghai, Singapore and Ho Chi Minh City strongly committed to researching, creating and executing the best digital solutions, ranging from strategic projects to entirely tailor-made web developments, apps, e-commerce websites, and in-store experiences.

IT Consultis was established in 2011 by three founders: Yoan Rigart-Lenisa, Aurelien Rigart and Thomas Guillemaud. In only 8 years, IT Consultis has rapidly expanded to reach over 70 employees, while working with some of the largest brands in the world including GAP, Zara, Porsche, Decathlon, Budweiser, Leica, AmCham and many more.


What You Will Get Out of This Position

You will work side by side with some of the most influential minds in the digital world, and approach the latest trends of advanced technologies.  A great chance to practice in order to enhance your skills with solid process & techniques.

  • Develop a fine-tuned view of what you want for your future professional career

  • Opportunity to engage in new projects with Fortune 500 clients as well as promising startups

  • Heaps of interesting things to build from scratch

  • Opportunity to lead the changes and the new trends

  • Scalability, modern stack of technology and amazing team of co-worker

Responsibilities

  • Greet clients and visitors at front desk

  • Answer incoming calls and identify advertisement with clients

  • Organize meeting rooms,make sure everything in order, tidy and clean with sufficient stationary and tissue in the box

  • Meeting preparation (e.g., drink, fruits, snacks etc.)

  • Perform clerical tasks (e.g.,send,receive & distribute mails, word processing)

  • Check & order drinking water/ coffee beans etc.

  • Contact business card/ITC card supplier as required

  • Coordinate the receipt, storage and issuance of stationery and office supplies

  • Coordinate the administrative activities & team building

  • Evaluate office production and devises alternative methods to improve workflow

  • Oversee opening, sorting and routing of incoming and makes preparations for outgoing correspondence, post, mail and packages; Organize special mailings

  • Enter corrections and revisions and proofreads material for accuracy and completeness, applying knowledge of department terminology and organization practices

  • Operate the printing,  copying & scanning service for the office when Interns from other depts are not available

  • Coordinate travel arrangements for employees consistent with established policies and cost guidelines

  • Ensure that reservations for air/train travel, car rentals and overnight accommodations are accurate and that itineraries, tickets and instructions are available to employees on a timely basis

  • Assist Office Manager with processing the Employment Permit and Visa Affairs for foreign employees

  • Assist Office Manager with new office decoration issues

  • Ad hoc tasks assigned by co-founders and office manager

Requirements

  • Always passionately engaging in Admin responsibilities

  • A warm-hearted person who do really cares about the team

  • A fast learner and can quickly adapt to all the procedures

  • Ability of sense of urgency and multitasks resolving

  • Be extremely careful and detail-oriented

  • Excellent skills on organization, collaboration and communications

  • Careful and detail oriented

  • Ability to work both independently and in a team to provide creative and innovative solutions to challenges

  • Enthusiasm, creativity, and a desire to learn the trade

  • Native Chinese speaker with internship period at least 3 months

  • Any additional language is a plus

The Package

  • Lovely office with modern facilities

  • Multicultural team (10+ nationalities), non-stop parties, sharing, learning

  • Fun and dynamic team with great ambition, always fight for the same goal

  • Say NO to dress code. We don’t judge your performance by the looks

  • Pantry area with snacks, drinks available all the time

  • Other exciting team building activities


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