Executive Assistant/Translator

BASIC PURPOSE AND SCOPE OF POSITION

DO NOT APPLY IF YOU DO NOT HAVE TRANSLATION EXPERIENCE 

The executive assistant will provide overall administrative support to the Deputy Chief Engineer as well the Project Director and the remainder of the staff. This includes translating documents from English to Chinese and Chinese to English. 

LANGUAGE REQUIREMENTS

1. English fluency
2. Chinese fluency – ability to translate Chinese to English and English to Chinese, both in written and oral form

Duties include the following:

• Assisting with the executive schedule and setting up/coordinating meetings
• General clerical duties including copying, fax, filing, and mailing
• Receiving and processing mail
• Ordering, receiving, and distributing supplies
• Processing expense reports
• Processing purchase orders
• Scheduling and booking travel
• Answer, screen and transfer inbound calls
• Receive and direct visitors and clients
• Setting up teleconference and A/V for meetings as needed
• Retrieve documents from filing system
• Handle requests for information and data
• Prepare written responses to routine inquiries
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Prepare agendas for meetings and prepare schedules
• Record, compile, transcribe, and distribute meeting minutes
• Coordinate maintenance of office equipment
• Organization of department events such as on-site and off-site events
• Written or spoken material frequently in Chinese to English and English to Chinese translation, ensures meaning and context are maintained. 

SPECIAL PROJECTS

As assigned

MINIMUM QUALIFICATIONS

EDUCATION, CERTIFICATIONS, AND TRAINING: 

1. Associates Degree preferred
2. A minimum of five years’ experience as an Executive Assistant to senior management level professionals

SKILLS AND BACKGROUND:

• Advanced strong knowledge and proficiency with Microsoft office are required, including Word, Excel, PowerPoint
• Knowledge of operation of standard office equipment
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Knowledge of principles and practices of basic office management
• Ability to work autonomously but also participate as a key member of the team
• Strong administrative and organizational skills and ability to deal effectively with tight deadlines while maintaining balance among multiple priorities.
• Excellent calendar management skills, including the coordination of complex executive meetings. 
• Excellent verbal and written communication and interpersonal skills

PHYSICAL REQUIREMENTS:

1.  Typical office environment.  The position will require walking, standing and sitting at a computer.
2. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:30 p.m.