Executive Assistant & Office Admin

Responsibilities

The primary responsibilities include the following:

1. Executive Support & Coordination: (30%)

. Provide direct support to the CEO and senior leadership team, ensuring priorities area aligned and executed

. Manage calendars across multiple time zones, including scheduling, prioritization, and real-time adjustments

. Coordinate internal and external meetings, including preparation of agendas, materials, and follow-up

. Serve as a liaison between leadership and internal/external stakeholders, ensuring clear, timely communication.

. Translate CEO memos to Mandarin

2. Travel & Expense Management: (20%)

. Own end-to-end travel planning, including international and domestic flights, accommodations, transportation, and itineraries. Proactively anticipate changes and adjust travel plans in real time

. Manage expense reporting with accuracy and timeliness, maintaining organized documentation, and tracking

3. Data, Reporting & Presentation Support: (20%)

. Prepare high-quality presentations and materials for executive meetings with customers, suppliers, and industry partners

. Provide light data analysis and reporting (e.g., customer insights, performance tracking, and planning support)

. Create and maintain reports and summaries to improve visibility and decision-making

4. Office Administration & Operations: (10%)

. Coordinate office logistics, supplies, vendor relationships, and general workplace needs

. Support internal events, team meetings, holiday shut down calendar, and employee engagement initiatives

5. Project& Task Management: (20%)

. Track key priorities, deadlines, and follow-ups on behalf of the CEO and senior leadership team

. Develop and maintain standardized processes, documentation, and workflows that streamline administrative tasks

Qualifications

. 5-7 years of experience in an office assistant, executive assistant, or office management role

. Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously

. Excellent written and verbal communication skills

. High level of attention to detail

. Proficiency in Microsoft 365, Teams, task management tools, and modern productivity tools(e.g., ChatGPT)

. Experience with travel booking and expense management

. Ability to handle sensitive and confidential information with discretion

. Strong problem-solving skills and a proactive, solution-oriented mindset

. Ability to work independently while collaborating effectively across teams

. Willingness to travel, minimal, case by case basis

. Different Time Zone Flexibility - outside standard office hours to support CEO who travels frequently (approximately 65% APAC, 30% USA, 5% Europe)