Job Title: Executive Assistant
Reporting directly to the Director, an Executive Assistant provides executive support in a one-on-one working relationship. The ideal candidate will be creative, proactive, and enjoy working within a small, entrepreneurial, mission-driven, results-oriented, and community-focused environment.
Responsibilities:
- Provide high-level administrative support, including research, preparing reports, handling information requests, and performing clerical tasks such as correspondence, visitor reception, conference call arrangements, and meeting scheduling.
- Organize corporate dinners and events.
- Manage the Director’s calendar, handle inquiries, and coordinate meeting requests.
- Maintain office systems, data management, and filing for the Director’s office, corporate office, and subsidiaries.
- Arrange travel plans, including flights, hotels, visas, and itineraries for the Director and senior management.
- Provide secretarial support, including managing diaries, correspondence, screening calls, and handling confidential information.
- Organize meetings, prepare minutes, and distribute them.
- Manage projects and special assignments, monitor progress, and adjust plans as needed.
- Prepare documents, reports, and presentations for meetings.
- Maintain confidentiality and establish effective communication with personnel and management.
- Track and follow up on documentation and assignments to ensure deadlines are met.
- Improve operational practices through review and evaluation.
- Oversee the smooth operation of the headquarters, including supplies, equipment, and maintenance.
- Assist with research, communication, transportation arrangements, and correspondence management.
- Willingness to travel and stay overseas periodically.
- Assist with personal tasks and ad-hoc duties as assigned.
- Manage tasks, deadlines, and follow-ups efficiently.
Requirements:
- Minimum age of 25 with 3+ years of experience supporting C-suite or senior leadership as an Executive or Personal Assistant.
- Bachelor’s degree in accounting or finance from a reputable university.
- Excellent communication skills in English and Mandarin.
- Valid driver’s license (SIM A) and ability to drive.
- Flexible, adaptable, tactful, and diplomatic.
- Proactive, meticulous, able to work under pressure, and maintain a positive attitude.
- Discretion and understanding of confidentiality.
- Flexible schedule, including long hours, nights, and weekends.
- Ability to work independently and exercise good judgment.