We are looking for a dynamic, and energetic individual to join our Company as Executive Assistant. The Executive Assistant is responsible for managing Chairman's business projects, schedules and communications.
The ideal Executive Assistant is a proactive problem solver with outstanding communication skills and a keen eye for detail. He/she should bring experience in office environments, demonstrating competence in administrative tasks and providing reliable support to managers. Given the fast-paced and ever-evolving nature of the executive landscape, this role requires a high degree of flexibility, discretion, and consistency, particularly when handling confidential information and high-level operations.
General Responsibilities
- Manage Chairman's calendar, inbox, and meeting materials deliver minutes and action items within 24 hours post-meeting, and log them into the system.
- Maintain Asana boards (Backlog / This Week / Doing / Blocked / Done) and follow up on cross-functional tasks.
- Coordinate purchasing processes (ordering, delivery, inspection, FAT, logistics, customs clearance) and organize supplier documentation.
- Liaise with Legal for contract review (NDA, MPA, service agreements) maintain a ledger of contracts and payment milestones.
- Coordinate permit and site selection documentation (checklists, submission/approval timelines, external consultants and government contacts).
- Manage invoices, expenses, and reimbursements support Finance in periodic reconciliations.
- Drive brand and website launch (domain, hosting, content, launch timeline).
- Build and maintain contact directories (vendors, consultants, lawyers, government) with proper access and permission controls.
- Deliver a one-page weekly report: key milestones, top 3 risks, and 3 mitigation actions.
- Complete a handover package before end of tenure (systems, trackers, templates, key relationships) provide overlap support for US-based EA (2-month transition).
Job Experience & Requirements
- Degree in related field.
- 6 years in Executive Assistant, Operations Coordination, or Project Support roles
- Expert level written and verbal communication skills in both English and Chinese
- Comfortable with NDA/confidentiality obligations, access controls, and PDPA data policies
- Proficient in Google Workspace, Slack/Zoom, Asana (or similar project management tools), Excel/Google Sheets
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Strong execution and follow-through, time management, clear written communication able to identify risks and challenge decisions constructively
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Available for at least 2 evening sessions per week (to support meetings with North America / Alberta)
- Preferred to have a driving licence
