Executive Assistant And Office Manager

In this dual role, you will provide high-level administrative support to the CEO/Managing Director while managing the day-to-day operations of our office. You will be responsible for complex scheduling, communication, document management, and financial tasks, drawing on your basic finance/accounting background. In addition, you will oversee office management functions—including vendor coordination, facility upkeep, and the implementation of efficient administrative systems—to ensure a productive and well-organized workplace. Proficiency in both English and Mandarin Chinese (written and verbal) is essential due to our global and multicultural environment.

Key Responsibilities

1. Executive Support
   • Manage the CEO/Managing Director’s daily schedule, appointments, and events.
   • Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO/MD.
   • Draft, proofread, and distribute both routine and confidential correspondence.
2. Office Management
   • Oversee day-to-day office operations and maintain a productive, organized workspace.
   • Manage office supplies, equipment, and vendor relationships.
   • Implement and uphold office policies, procedures, and systems to promote efficiency.
3. Administrative Documentation & Filing
   • Maintain and update administrative records for compliance, HR, payroll, and other company functions.
   • Ensure accurate and organized filing systems (both digital and paper-based).
4. Basic Accounting & Financial Support
   • Process invoices, expense reimbursements, and payment requests.
   • Organize receipts, track expenditures, and assist in financial record-keeping.
   • Liaise with external accountants to facilitate streamlined financial operations.
5. Vendor & Service Provider Coordination
   • Act as the primary liaison with external service providers (legal, IT, HR, etc.).
   • Monitor service contracts and maintain strong working relationships with all vendors.
6. Project Coordination
   • Assist in coordinating cross-departmental projects, ensuring deadlines and deliverables are met.
   • Communicate project updates and timelines to relevant stakeholders as needed.

Bachelor’s degree in Business Administration, legal, Finance, Accounting, data science or a related field preferred. Must be fully proficient in both English and Mandarin Chinese (written and verbal).