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Title:  Senior Office Admin & Executive Assistant

Requisition ID:  61894
Date:  May 25, 2023

Shanghai, Shanghai, CN

Department:  Administration



Working at West means having an opportunity to work by the side of our patients and customers, our global team members and the communities in which we operate – which all help contribute to a Healthier World.


At West, we are by the side of patients. The work we do impacts patients’ lives each and every day – our products are a critical part of healthcare delivery and we are proud of the role we play to improve patient health. We work by the side of our team members. We come together as one global team to deliver for our customers and help them address their challenges. We are a diverse, close-knit community of professionals, where everyone has a voice and opportunity to learn and grow through mutual trust and respect. With a 95 year plus history, we have a track record for success, which includes reported sales of $2.14B in 2020. We serve by the side of our community. Giving back is in our DNA—our team members across more than 50 sites globally are involved with hundreds of charities that have special meaning to them through our West Without Borders team member-led giving program.


Job Summary:

In this role, you will be responsible to provide administrative and secretarial support to the General Manager, China (GM) and Senior Directors in Global Harbor office. In addition to the calendar management, expense reporting, travels coordination and other routine day-to-day administrative duties, you will also be required to plan, coordinate and manage the end-to-end (both onsite and offsite) Commercial meetings, conferences and events to ensure a smooth execution of such activities.

You will also manage and be accountable for all office administration and facility management duties in the Commercial office, and take on the receptionist duties for the Commercial office and handle a diverse group of internal and external stakeholders across all levels and geography.


Essential Duties and Responsibilities:

  • Provide secretarial and administrative support to the China GM and Senior Directors to ensure efficient and effective operation of the office
    • Maintain GM and Senior Directors’ calendar
    • Provide administrative/secretarial support to senior leaders based in the Commercial office
    • Take on receptionist duties at the Commercial office; receive guests and visitors and screen any telephone calls for the GM and functional leaders, where necessary, to maximize use of their time
    • Prepare reports and presentations, meeting agendas, programs with an analytical approach that is based on facts gathered
    • Consolidate monthly reports and presentations for the Sales & Marketing team
    • Make travel and related arrangements for the entire Commerical team, team members seated in the Commercial office and overseas incoming guests; activities include but are not limited to visa application, hotel booking, ticketing, airport transfer and local transportation where needed
    • Handle both incoming and outgoing mails & express for the Commercial office
  • Organize and plan for regular Commercial team meetings and teleconferences
    • Proactively prepare meeting agendas with input from the Commercial leaders
    • Provide administrative and logistics support for the meetings and conferences held for the Commercial teams in China, including sourcing of appropriate venues that fit the budget
  • Manage and be accountable for all office administration and facility management duties in the Commercial office; duties include but are not limited to:
    • Requisite general office and pantry supplies for Commercial office that is in accordance with the global procurement guidelines
    • Liaise with the building management and/or external contractors and representatives for any regular maintenance work for the Commercial office
    • Manage the cleaning contractor to ensure a conducive work environment for all
  • Perform any other relevant duties as assigned


Basic Qualifications: 

  • Bachelor’s Degree in Business or relevant discipline
  • At least 5 years of relevant work experience in office admin and supporting a team of Commercial and/functional leaders in an MNC environment
  • Strong proficiency in both the English language (both verbal and written)
  • Strong proficiency and demonstrated knowledge in MS Office suite (i.e. Outlook, PPT, Excel, Word); Prior experience with SAP is preferred but not mandatory


Preferred Knowledge, Skills and Abilities:

  • Organized and proactive; able to anticipate needs and provide practical and balanced solutions
  • Positive, professional and pleasant personality with strong communication skills
  • Strong team player who can collaborate and work well with colleagues from all levels in the organization
  • Resourceful, possess a sense of urgency and strong accountability
  • Disciplined and possess strong follow up skills to ensure timely
  • Able to be aware of all relevant SOPs as per Company policy as they are related to the position covered by this Job Description
  • Support and contribute in Lean Sigma programs and activities towards delivery of the set target
  • Able to comply with the company’s safety policy at all times
  • Able to comply with the company’s quality policy at all times


Travel Requirements:

  • Predominantly office based but with an infrequent requirement for domestic business travel of 5-10% for meetings, conference or events coordination needs







West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status.  If you have a special need that requires accommodation in order to apply to West, please send an email to  Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.

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