An Executive Assistant provide high-quality administrative and clerical assistance to President in a timely and professional manner. The Executive Assistant’s main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, this person needs to be proactive, meet deadlines and communicate effectively. Responsibilities
61 Manage professional and personal scheduling for partner, including agendas, mail, email, phone calls, client management, and other company logistics. 61 Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives. 61 Manage senior executives’ travel logistics and activities, including accommodations, transportation, and meals. 61 Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database. 61 Maintain professionalism and strict confidentiality with all materials. 61 Support to organize team communications and plan events, both internal and off-site 61 Facilitate internal communication (e.g. distribute information and schedule presentations) 61 Help to maintain external relationships for partner. 61 Capable of bilingual translation when needed. 61 Take meeting notes when needed. 61 Help to prepare PPTs and draft speech in both English and Chinese 61 Create regular reports and update internal databases if needed. 61 Always respond promptly to managers’ queries and able to work independently Requirements and skills 61 Proven work experience as an Executive Assistant 61 Knowledge of office procedures 61 Solid experience with office management systems, ERPs and MS Office 61 Familiarity with online calendars and cloud systems 61 Experience using office equipment, including printers and fax machines 61 Strong communication skills (via phone, email and in-person) 61 Experience exercising discretion and confidentiality with sensitive company information 61 Excellent organizational skills with an ability to think proactively and prioritize work 61 Bachelor degree; additional qualifications as Personal Assistant or Secretary are a plus
Qualifications 61 5 years of experience in an administrative role reporting directly to upper management 61 Excellent written and verbal communication skills 61 Strong time-management skills and an ability to organize and coordinate multiple concurrent projects 61 Proficiency with office productivity tools and an aptitude for learning new software and systems 61 Flexible team player, willing to adapt to changes and unafraid of challenges 61 Ability to maintain confidentiality of information related to the company and its employees
