Executive Assistant

Core Responsibilities:

Executive Support

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel.

• Has a keen understanding of the CEO’s priorities and schedules meetings accordingly.

• Will be exposed to matters of great company sensitivity and will have the ultimate respect for confidentiality.

• Understands that the CEO will need urgent assistance from time to time and is available as needed.

• Prioritize and handle incoming correspondence, emails, and phone calls.

• Prepare briefing materials, agendas, and follow-up items for meetings.

 

Administrative Management

• Draft, review, and edit communications, reports, and presentations.

• Maintain organized filing systems (digital and physical) for confidential documents.

• Track and manage expenses, invoices, and reimbursements. Prepares the CEO’s reimbursement claims as well as the senior leadership team’s upon the CEO’s request.

 

Stakeholder Support

• Works hand-in-hand with various key internal stakeholders for harmonious coordination of CEO and company activities. Stakeholders include the Chief of Staff, the VP PMO and Automation Excellence and other members of the senior leadership team.

• Assist with leadership and customer meeting logistics, including preparing materials and coordinating schedules.

• Support external communications with investors, partners, and stakeholders.

 

Event & Travel Management

• Coordinate the CEO’s domestic and international travel arrangements and itineraries, and assists the senior leadership team upon the CEO’s request.

• Assist with event planning, including company meetings, off-sites, and leadership retreats.

• Other Duties as Assigned: Additional responsibilities may be assigned as needed to support business operations.

 

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Qualifications：

• 5+ years of executive-level administrative experience, preferably supporting C-suite leaders.

• Exceptional written and verbal communication skills.

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, Zoom).

• Proven ability to handle sensitive information with discretion.

• Highly organized, detail-oriented, and adaptable under pressure.

• Strong interpersonal skills and ability to interact with executives, board members, and stakeholders.

• Strong preference for Mandarin language proficiency.

 

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Other Requirements:

• Must be able to lift 20lbs, walk long distances, sit or stand for long periods of time.

• Make phone calls, utilize computer and company sponsored software.

• Travel: 10-15%.

• On call support.