Personal assistant to the Head of mission

The Consulate General of Belgium in Shanghai
Full Time
7 months ago


The Consulate general of Belgium in Shanghai is looking for a personal assistant to the Head of mission

Position: Expert in administrative operative/secretarial work and organization (local staff) – personal assistant to the Head of mission
Location: Consulate general of Belgium in Shanghai
Deadline for application: 26/06/2019 - 23:00 (Shanghai time)

Job Description

As a "management assistant": You assist the Head of mission to fulfill her/his tasks, you take charge of the coordination and implementation of administrative tasks in order to guarantee optimal support to the Head of mission and other colleagues.

As an "organizer": You manage the practical organization of meetings, conferences, seminars, official visits or other events, etc. (invitations, catering, logistics, registration etc.) in order to guarantee the successful outcome of these activities and to promote the image of the mission.

As a "translator/interpreter": You translate internal or external documents and provide interpretation support during various exchanges with foreign language contributors.

As an "information and communication management operative": You search for, collect and provide - internally and externally - relevant information in order to document and support the mission's activities and Belgium.

Examples of tasks:

  • Keep the agenda, plan and organize meetings and appointments, manage some accounting tasks

  • Organize travels/missions (book flights/trains, hotels, restaurants, etc.)

  • Organize events,

  • Answer as contact person in first line for Belgian and local companies, organizations and

    authorities and provide them with useful information, welcome visitors

  • Make the necessary contacts with local official bodies, other representations, private companies,

    etc. and confirm appointments, make courtesy calls, etc.

  • Draft/prepare/proofread and, if necessary, correct/translate various documents

  • Provide interpretation to/from Mandarin for meetings/visits

  • Prepare documents for meetings, missions, etc.

  • File documents and maintain the filing system operational in accordance with instructions

  • Maintain and update databases, lists and directories

  • Conduct information searches and distribute previously approved public information

  • Maintain relations with resource people or bodies, either for exchanging general information or

    in the frame of specific cases

  • The assistant may have to fulfill other tasks : replacing a colleague or carrying out tasks in the

    interest of the service

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Practical details

  • Gross monthly salary: +/- 14.000 RMB

  • 1 year local contract (renewable)

  • No allowances for housing costs or holiday transportation

  • No financial assistance in obtaining Chinese work visa and/or permit

Estimated starting date: 01/10/2019

Selection Procedure

After a pre-screening based on CV and cover letter, the selection procedure will focus on skills and motivation. There will be a written test and an interview during which language skills will be tested as well.

Required Degree and Competences

  • At least a Bachelor degree or equivalent

  • Relevant work experience

  • Good knowledge of Belgium in general

  • Good knowledge of MS Office (Outlook, Word, Excel, PowerPoint) and social media

  • Strong organisational, communication and interpersonal skills (polite, customer-oriented,

    precise, reliable, flexible, pro-active and dedicated, a team-player, able to work under pressure)

  • Very good sense of judgement and responsibility, with a high level of personal integrity and

    respect for the highest standard of confidentiality

  • Very good oral and written communication skills

  • Very good command of Mandarin, Dutch, French and English ; all both written and oral


  • A good knowledge of the business community at large and of the local authorities is an important asset

  • A knowledge of the FPS Foreign Affairs and the local Belgian community is an extra asset


To apply for this position, please send your CV and cover letter  no later than 26/06/2019, 23:00 (Shanghai Time) to, clearly stating “Applying for position” in the subject line.

Only shortlisted applicants will be contacted

In the meantime, for any questions related to this position, please contact the Consulate general by email (

Wuyi Road 127, 200050, SHANGHAI, PRC • 上海武夷路127号 • T +86 21 6437 6579 • F +86 21 6437 7041