Secretarial/Office Management

The International Council on Clean Transportation (ICCT) seeks a highly motivated and detail-oriented Operations Coordinator to join our Beijing office. This full-time temporary position, reporting to the Senior Operations Manager, will support the day-to-day operations of the office, ensuring efficient workflows and fostering a positive and inclusive work environment. The position will conclude on December 31, 2025.

The Operations Coordinator will work closely with the Senior Operations Manager and collaborate with the Senior Operations Coordinator to coordinate internal and external events, travel and logistics, vendor and partner engagement, and general office management. This role may also provide local support in areas such as IT, finance, development, and compliance.

You will
- Organize and coordinate meetings, workshops, webinars, and other internal or external events.
- Support the planning and execution of office-wide events that foster team engagement and promote a positive office culture.
- Collaborate with the Senior Operations Manager to strengthen internal culture by serving as a point of contact for staff and coordinating team-building activities.
- Assist in overseeing the daily operations of the Beijing office, including liaising with building management, managing office supplies procurement and inventory, and coordinating visitor and vendor engagement.
- Coordinate with the local IT service team to maintain the office’s technology infrastructure.
- Provide administrative support to the finance team, including reviewing monthly reimbursements and
assisting with other finance-related tasks as needed.
- Contribute to special projects and ad-hoc tasks as assigned.
- May provide scheduling and clerical support to one or more Directors.
- May assist with legal and entity compliance matters as needed.

You have
- Bachelor’s degree or higher in business administration, sustainability, international development, public relations, or a related field.
- Approximately 1–3 years of professional experience in event coordination, administration, or related communications roles, preferably in an international or cross-cultural work environment.

Benefits
The ICCT Beijing office is located in the central business district (CBD) of Beijing, offering a prime location with convenient transportation. The office provides a comfortable working environment, including individual workstations, advanced office equipment, and laptops. The team culture is open, inclusive, and equitable, with support for flexible remote work arrangements.

This is a full-time position based primarily in the ICCT Beijing Representative Office. We offer a competitive benefits package, including supplemental medical insurance, paid annual leave, a flexible remote work policy, transportation allowance, and more.

For more details and/or to apply, go here:
https://icct.bamboohr.com/careers/322

Main responsibilities:

HR operation Assistant
- Provide support for staff recruitment, working as HR system “Workday” operator of UMP China.
- facilitate new employee onboarding procedure.
- facilitate the completion of probation evaluation and contract renewal evaluation procedure.
- facilitate employee departure procedure and draft resignation letter.
- First filter to respond our employees on general HR enquiries, including pay slips, certificate of employment, letter, medical insurance etc.
- Update employee leave calendar and telephone directory

Business Operation
- Universal Production Music BU agreements/certificates and documents sealing and tracking.
- Support Universal Production Music business team for administration works.

Office operation Assistant
- Office supplies procurement and management.
- Organize or support office events (including townhall meeting, plan meetings, other office events…).
Office daily operation support (including office building management office and facilities coordination).
- PO creation for related corporate procurement and payment preparation.

Assistant to GM
- Provide travel and reimbursement support.
- Support GM on operation projects execution (including 3rd party coordination and documentation).
- Coordinate and Pre-plan for GM’s meeting schedules.

Requirements:
- A Bachelor’s degree in HR management or Administration.
- Minimum of 2 years’ work experience in MNC, Personal Assistant or Office admin experience is a plus.
- Strong communication and organizational skills
- People/Interpersonal Skills, high ownership.
- Attention to details, ability to work independently
- Communication in English
- Solid PC skill in Microsoft PowerPoint, Word and Excel

To apply, go here:
https://umusic.wd5.myworkdayjobs.com/en-US/UMGAW/job/Beijing-China/Business---Operation-Assistant_UMG-22316-1

Use Your Power for Purpose
A career with us is about discovering breakthroughs that change patients' lives. We need dedicated colleagues like you who are efficient, find solutions, and collaborate with others to achieve our purpose. A high-performing administrative team is essential to bringing those therapies to people all over the world and making a positive difference. Your role is crucial in ensuring that these life-changing therapies reach those in need, and your efficiency and problem-solving skills are key to our success. Join us in making a meaningful impact on patients' lives by being part of a team that values collaboration and dedication.

What You Will Achieve

In this role, you will:
- Provide comprehensive administrative support to business leaders, including managing records, verifying data, responding to emails, and scheduling meetings.
- Serve as the key point of contact for administrative activities, ensuring smooth operations within the team.
- Create agendas, schedule appointments, and issue meeting minutes for meetings and conference calls.
- Implement process improvements for administrative tasks and resolve difficult issues with integrity and confidentiality.
- Organize documents, maintain an inventory of files, and manage purchase orders through the Ariba system.
- Set up and handle logistics for large or off-site meetings and identify cost-effective vendors for various activities.
- Ensure accuracy of work, use judgment to determine work methods, and proactively organize workflow.
Contribute ideas, foster enthusiasm, and negotiate timely execution of work while taking personal accountability for quality and professional development.
- Lead others, monitor resources, provide input on performance assessments, and apply expertise to achieve broad objectives.
- Complete complex assignments independently, ensure nonstandard work is reviewed for compliance and quality, and often be designated as the lead for specific projects.

Here Is What You Need (Minimum Requirements)
- High School Diploma or GED with at least 6 years of experience
- Demonstrated planning and organizing skills
- Proficiency in Microsoft Office Suite, especially PowerPoint, Excel, and Word
- Excellent attention to detail and interpersonal skills
- Ability to work with confidential documents and information
- Strong communication and collaboration skills
- Ability to carry out all office functions proficiently and complete quality work on a timely basis

Bonus Points If You Have (Preferred Requirements)
- Prior experience as an Administrative Assistant supporting executive leadership in a global organization
- Knowledge of the pharmaceutical industry and healthcare environment
- Experience in training others and providing guidance to the team

For more details and/or to apply, go here:
https://pfizer.wd1.myworkdayjobs.com/en-US/PfizerCareers/job/China---Beijing---Beijing/GM-Admin-Assistant_4939917