Job Summary:
We are seeking a highly capable and versatile Executive Assistant to provide both administrative excellence and strategic support to the CEO. This hybrid role combines the organizational and operational focus of a top-tier Executive Assistant with selected responsibilities of a Chief of Staff, ensuring the CEO's office runs smoothly while advancing strategic priorities across the organization.
Key Responsibilities
1. Executive & Administrative Support
- Manage and optimize the CEO's calendar, appointments, and travel arrangements.
- Prepare reports, presentations, briefs, and meeting minutes.
- Act as a gatekeeper for the CEO by managing correspondence, inquiries, and priorities.
- Ensure the CEO is well-prepared for meetings, events, and business trips.
2. Strategic Coordination
- Track key projects and strategic initiatives, ensuring alignment with the CEO's goals.
- Develop dashboards, trackers, and reports on organizational progress.
- Conduct research and prepare briefing notes to support CEO decision-making.
- Follow up with stakeholders to ensure action items are completed.
3. Project & Meeting Management
- Support cross-departmental initiatives, ensuring deliverables are on time.
- Assist in preparing agendas, documentation, and follow-ups for management or board meetings.
4. Communication & Stakeholder Engagement
- Draft and edit correspondence, emails, and presentations on behalf of the CEO.
- Coordinate internal communications, including CEO updates to staff.
- Serve as a first point of contact for high-level stakeholders, ensuring timely responses and follow-up.
5. Operational Excellence
- Identify process improvements to enhance efficiency of the CEO's office.
- Implement systems to track priorities, KPIs, and performance metrics.
- Uphold the highest standards of confidentiality and discretion.
Qualifications
- Bachelor's degree in Business Administration, Management, or a related field.
- Proven experience as an Executive Assistant, Chief of Staff, or in a similar role.
- Strong organizational and time-management skills, with the ability to manage multiple priorities.
- Excellent written and verbal communication skills in English and Chinese (required)French is considered a strong bonus.
- High level of discretion, professionalism, and problem-solving ability.
- Proficiency in Microsoft Office Suite and productivity tools.
Preferred Skills
- Exposure to strategic planning, project management, or business operations.
- Ability to work independently, anticipate needs, and drive follow-ups.
- Strong interpersonal skills to manage relationships across all levels.
- Adaptability and resilience in a fast-paced, multicultural environment.
Positioning
This role is ideal for a highly capable Executive Assistant who is ready to step beyond administration into strategic coordination. It offers a career pathway toward a future Chief of Staff position, while delivering immediate impact by ensuring both the CEO's daily effectiveness and the company's broader alignment.
