Project Coordinator Cum Chinese/English Translator Universal Tobacco FZC

- Serve as the primary point of contact on all matters pertaining to the CEO/DGM:

- Including those of a highly confidential and/or critical in nature.

- Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO/DGM's style and organization policy.

- Calendar Management for CEO/DGM:

- Receiving inquiries and requests, assessing competing priorities, filtering, and prioritizing to ensure smooth and productive day-to-day engagements.

- Act as a liaison and provide support to the CEO/DGM and Functional Directors/Managers:

- Leading all administrative requirements for internal and external meetings and events.

- Schedule meetings, draft agendas and intimating stakeholders, develop, compile, and distribute presentation materials.

- Record meeting minutes, follow-up Agenda closures, share completion status.

- Broad variety of Administrative Tasks:

- Assisting with special projects including and not limited to process and product improvement.

- Designing, producing/collating, archiving, and retrieving complex documents, data, reports, and presentations.

- Maintaining contact lists, organizing international travel, including preparation of itineraries, visas, in and out of office requirements.

- Screening, responding to and/or redirecting mail, as appropriate.

- Composing, articulating and preparing correspondence/emails.

- Preparing, collating weekly, monthly and yearly reports, analyzing data and submitting snapshot reports.

- Co-ordination of expenses and invoice processing for CEO/DGM.

- Pro-actively tackling issues related to administrative processes to ensure speed and efficiency.

- Delivering reports to department heads and management teams to provide insight into the overall efficiency of the organization.

- Act as a custodian of Internal Policy Procedures, Manuals, External Compliance documents.

- Grievance and feedback collection, functional performance tracking.

- Project Coordination:

- Assist in the development of project plans, including timelines, milestones, and deliverables.

- Coordinate project activities, resources, and information to ensure timely completion of projects.

- Communicate project status, updates, and potential issues to stakeholders and team members.

- Facilitate meetings and discussions to align project goals and expectations.

- Allocate and manage resources effectively to ensure project objectives are met.

- Monitor project budgets and expenditures, ensuring adherence to financial plans.

- Identify potential project risks and develop mitigation strategies.

- Monitor and report on project progress, addressing any issues or challenges promptly.

- Prepare and maintain project documentation, including project charters, schedules, and status reports.

- Ensure accurate and timely reporting on project progress and outcomes.

- Chinese/English Translation Responsibilities:

- Accurately translate a wide range of business documents—including strategic reports, financial statements, technical specifications, marketing materials, and internal communications—between English and Chinese and Vice Versa.

- Ensure translations are not only linguistically precise but also culturally and contextually appropriate for the target audience, adapting tone and style as needed (e.g., formal for legal documents, persuasive for marketing).

- Compose and proofread original correspondence, presentations, and announcements in both English and Chinese, ensuring clarity, professionalism, and alignment with the DGM's communication style and the company's brand voice.

- Anticipate translation needs for upcoming meetings or projects and prepare necessary materials in advance.

- Serve as the primary linguistic point of contact for Chinese-speaking partners, building rapport and ensuring smooth, respectful communication.

- Manage communications (emails, calls) with Chinese stakeholders on behalf of the DGM, filtering and prioritizing as necessary.

- Develop, maintain, and consistently utilize a centralized glossary of company-specific and industry-specific terminology to ensure uniformity and accuracy across all translated materials.

- Conduct quality checks on third-party or machine-translated documents to guarantee they meet the company's standards for accuracy and professionalism.