Executive Administrative Assistant

HR on Demand; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

HR On Demand is seeking an Executive Assistant for a fully on-site role at our Hutto, TX facility, supporting the CEO and senior leadership with calendar management, travel coordination, and communications.

The ideal candidate will thrive in a high-growth, ambiguous environment, be proactive, and assist with bilingual English/Mandarin documentation and cross-border collaboration with our Taiwan-based teams.

Qualifications

• 3+ years of experience in executive support or similar role.
• Mandarin/Chinese proficiency highly desired.
• Bachelor's degree in Business Administration, Communications, or related field.
• Demonstrated ability to manage multiple priorities simultaneously and remain composed under pressure.
• Strong interpersonal and communication skills, with a high level of professionalism and emotional intelligence.

Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team, including complex calendar management.
• Serve as a primary point of contact and communication bridge between executives and internal/external stakeholders, including our Taiwan-based engineering and leadership teams.
• Prepare, translate, and proofread correspondence, reports, presentations, and other documents in both English and Mandarin Chinese.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Organize and support executive meetings - prepare agendas, capture action items, distribute notes, and track follow-through.
• Handle confidential information with the utmost discretion; serve as a trusted confidant to senior leadership.
• Manage ad hoc projects and special assignments as directed by executives, adapting quickly to shifting priorities.
• Coordinate logistics for VIP visits, company events, board meetings, and executive off-sites.
• Liaise with cross-functional teams (HR, Finance, Operations, IT) on behalf of executives to move initiatives forward.
• Manage office supply procurement, expense reporting, and vendor coordination tied to the executive office.
• Support onboarding logistics and administrative needs for executive-level new hires and visiting delegations.
• Perform general administrative duties including filing, data entry, document management, and office organization.

Skills

Calendar management

Executive support

Cross-functional communication

Multitasking

Professionalism

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Zoom

Slack

PowerPoint

Job description

HR On Demand (HROD) is a Texas-based, full-service HR partner helping global companies establish and grow their U.S. operations. We provide end-to-end HR solutions - from talent acquisition and payroll to compliance, employee relations, and organizational development. Backed by Fortune 500 HR leadership experience, we help businesses build compliant, high-performing teams and navigate the complexities of the U.S. market with confidence.

We're posting this role on behalf of our client, a leader in robotics and intelligent optical systems.

Role Overview

The Executive Assistant will serve as a key operational partner to executives, managing schedules, facilitating communication, and ensuring day-to-day priorities are executed efficiently. This individual must be comfortable operating in an ambiguous, high-growth environment and be proactive in anticipating needs before they arise.

This is a fully on-site position at our Hutto, TX facility. Mandarin/Chinese language proficiency is highly desired, given close day-to-day collaboration with our Taiwan-based engineering and leadership teams.

Key Responsibilities

• Provide high-level administrative support to the CEO and executive leadership team, including complex calendar management, scheduling, and prioritization across time zones.
• Serve as a primary point of contact and communication bridge between executives and internal/external stakeholders, including our Taiwan-based engineering and leadership teams.
• Prepare, translate, and proofread correspondence, reports, presentations, and other documents in both English and Mandarin Chinese.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Organize and support executive meetings - prepare agendas, capture action items, distribute notes, and track follow-through.
• Handle confidential information with the utmost discretion; serve as a trusted confidant to senior leadership.
• Manage ad hoc projects and special assignments as directed by executives, adapting quickly to shifting priorities.
• Coordinate logistics for VIP visits, company events, board meetings, and executive off-sites.
• Liaise with cross-functional teams (HR, Finance, Operations, IT) on behalf of executives to move initiatives forward.
• Manage office supply procurement, expense reporting, and vendor coordination tied to the executive office.
• Support onboarding logistics and administrative needs for executive-level new hires and visiting delegations.
• Perform general administrative duties including filing, data entry, document management, and office organization.

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Manager, or similar role supporting senior leadership.
• Mandarin/Chinese language proficiency (spoken and written) is highly desired, given close day-to-day collaboration with our Taiwan-based engineering and leadership teams.
• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Demonstrated ability to manage multiple priorities simultaneously and remain composed under pressure.
• Strong interpersonal and communication skills, with a high level of professionalism and emotional intelligence.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Google Workspace, Zoom, Slack).
• Experience working in a manufacturing, technology, or high-growth startup environment a plus.
• Comfortable operating in a dynamic, evolving organization where processes are still being built.
• Exceptional attention to detail, follow-through, and organizational skills.
• Ability to maintain strict confidentiality and exercise sound judgment.