Executive Assistant / Office Manager (M/F)

Shanghai /
Corporate – Business Support /
Full-time
About Voodoo

Voodoo is a tech company focused on creating mobile apps for a wide audience. Our goal is to entertain the world with snackable content, gaming and non-gaming apps! Leader in the mobile gaming market, we are the n°1 company with the most monthly downloads worldwide on the App Store. 
Based on our principles and values, you will have the chance to join a small, independent, and helpful team. You will have full ownership of your role allowing you to be unique and continuously strive for excellence to deliver innovative and creative projects. 

Role

You will provide high level executive support to the Head of China, overseeing operation of Voodoo’s China  offices and manage our China office. You are required to ensure the smooth-running of the office, working both on a one-to-one basis with the executives, but also on a wider basis with internal and external clients. 

This role is split into Executive Assistant and Office Manager.

Challenges (Executive Assistant):

    • Acting as the point of contact between the executives and internal or external colleagues 
    • Liaison with regional HQ in Singapore and also global HQ in Paris on all administrative matters
    • Organise meetings and meeting logistics, setting up calls over multiple time zones 
    • Handling correspondence directed to managers 
    • Making travel / visa arrangements and detailed travel itineraries 
    • Taking dictation and minutes and wring them up subsequently 
    • Producing reports and presentations when necessary 
    • Maintaining the current filing and database system, and looking for ways to improve current systems 
    • Calendar management 
    • Process expense claims 
    • Coordinate workshops, conferences and events

Challenges (Office Manager):

    • Overseeing daily operation; management of the China office and affiliates, i.e. purchase of stationery, equipment, pantry items… 
    • Monthly report to to Bureau of Human Resources and Social Security
    • Procurement and asset tracking 
    • Liaison between Voodoo, office suppliers, contractors and landlord 
    • Responsible for daily “well-being” at the office

Must Have:

    • Chinese native speaker with fluent English communication (written and oral)
    • About five years’ experience in an administrative role supporting management teams, preferably working experience in Tech related industries 
    • A professional individual who is well-presented at all time dealing with both internal colleagues and external visitors on behalf of their management team 
    • Ability to handle and prioritise multiple tasks 
    • Excellent management; organisational skills 
    • Attention to detail 
    • Great verbal and written communication skills 
    • Encourage collaborative work 
    • High proficiency in computer skills (excel ppt/keynote...) 
    • Ability to manage across time zones and remotely
    • Need to know how to anticipate so problems are solved 
    • Prepare meetings with clear briefing notes
    • Write up follow ups and track tasks 
    • Be approachable and friendly but also clear and precise 
    • Professional discretion; very good at sharing while being able to be trusted 100% with sensitive information that needs to be treated as such 
    • Needs to embody the values of the company