Tracy Mao Email & Phone Number

Shanghai, Shanghai, China

Shanghai City, China

Act as key point of contact for all local HR,Admin&Finance related issues; Handling confidential information related to budgets,contracts,PDR's(Performance Development Reviews),salaries; Work with agencies and work to attract direct applicants for internal hiring; Handle work permit,visa and residence permit applications for foreign staff; Conduct monthly 1-2-1s and half yearly PDR's with support team in order to measure performance and identify personal development areas and career development; Manage support team,supervise local administrative staff and ensure that workload is shared and that it is completed in a quality/timely fashion; Manage local office facilities, ensure all office facilities are maintained to a high standard;work with F&A as required on local contract renewal and negotiations; perform periodic analysis for all vendor performance and review their contracts for budget control.Ensure all licenses are in place and appropriate for the business circumstances; manage the company stamp, review all the documentations and work with F&A team to ensure the right procedure. Liaise with building management on office space items and facilitate regular office maintenance.Develop and maintain emergency procedures;accountable for emergency response to ensure safety of the staff and minimal office disruption.Assist Asia CFO with local finances and interface with 3rd Parties; Ensure smooth on- boarding and off-boarding procedures;coordinate orientation for new staff ; IT Training for new starters on Profile and office systems as well as ongoing IT training; liaise and co-ordinate all IT matters with the headquarter; Take responsibility for coordinating the marketing activities for the office including intranet,websites&job-boards,news letters; Carry out ad- hoc assignments as required by the Group,e.g office relocate&de- construction project; attend Austcham events.

Shanghai City, China

Provide administrative/Secretarial support to President of Asia,including: travel arrangements, schedule managements, expense claims, take meeting minutes;Organize/Coordinate important meetings and events;Provide translations both oral and written as required;Receive important oversea visitors, provide logistics and various administrative support;Prepare/maintain coorespondence, memos, and other important documents;Liaise wth senior management team, interact actively with the senior leaderss acrosss businesss units;Review all the documents which needs to be approved by the President of Asia.

Shanghai, China

Responsible for the new office setup,fit-out and relocate;Provide daily office administrative management for Shanghai office, including: set up and implement administrative policies®ulations;As secretary to Director of China, responsible for: sort prioritizes, and reply to coorespondence received: maintain and update Director's schedule on an ongoing basis; handle telephone calls, incoming mails, travel arrangements, visa applications and expense report;Responsibe for company admin vendor/ suppliers management, including: air-tickets, hotel, car rental, greenplants, and stationaries; ensure high quality and addressing of the needs;Manage all HR outsourcing including staffing, accounting and social payments; maintain tracking of all releant certificates, documents and company chops; responsible for company account opening and legal person changing;manage all third party expenses including consultants, office costs, etc;Admin and facility budget forecast and control, cost reduction and continual improvement on all the adminand facility expense; receive VIP visitors and provide logistics support;Perform activities asssociated with business travel planning cluding: maintaining ticket records, making reservations, handling reimbusement.

Shanghai, China

Providing general administrative and secretarial support to ManagingDirector; prepare agenda,arranges for facilities, and take meeting minutes;Functions as the intermediary between Managing Director as well as other business line leaders;Work multiples priorities concurrently and requires extensie coordinationandfollow throughto meet time sensitive deadlines;Coordinates activities of moderate complexity such as doing research and compiling reports,departmental projects or initiatives;Arranging complex travel plans, including: transports, hotels, visa applications, settlements and expense claims for Managing Director;Take an active part in corporate communication role, which includs deliver monthly newsletters, organize importantcompany events and client visitings; deliver and exchange various information accross the business lines;Handling sensitive and confidential information and documents of the company;Supervise all the department secretaries and Shanghai office overall general admin support.

Shanghai,China

Provide administrative support to senior foreign managers; receive VIP guests(VPs, Directors)from different countries(U.S. Europe, South America, Asia) andprovide logistics support;Coordinate meetings with Business Unit leaders, conference calls with the U.S headquarters; Organize annual meetings & supplier meetings;Maintain business records and documents in well organized as well as track businesss accomplishments and keep databases updated timely;Liaise with senior management both locally and internationally and interact actively with the senior leaders across business groups and functions for corporate / group comunications;Sourc vendors and negotiate admin contracts; liaison with vendors, suppliers, customers, headquarters and other branch offices( Beijing& Shenyang);Be in charge of all the administration functions in the company.

Shanghai, China

Promoted from administrative assistant to executive assistant after 1 and a half year sexcellent performance;Provide logistics and administration to ssenior managers( Managing Director & Vice General Manager);Set up and maintain files of documents and records, ensuring accurate and logical organization of files;control confidentiality of files as necessary;Solve problem independently, ability to keep good relationship with government officials;Supervise Receptionist, housekeepers, drivers and 3 administrative assistant in Guangzhou, Beijing and Chengdu branches;Developed a proper formmat to standardize the process of administrative payment request, cut back on 13% admin cost.