Executive Assistant (Bilingual in Chinese)

TransGlobal; Monrovia (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

TransGlobal is seeking an organized Executive Assistant to provide high-level administrative support to multiple senior executives. The role covers calendar management, travel planning, vendor coordination, procurement, and confidential handling of sensitive information.

The ideal candidate brings 5+ years of EA experience, proficiency with MS Office, and strong bilingual English/Chinese communication skills.

Qualifications

• Proven experience as an Executive Assistant supporting multiple executives or senior leadership.
• Bilingual in English (written and verbal) and Chinese (verbal).
• Exceptional organizational and time-management skills with the ability to manage competing priorities.
• Strong attention to detail and accuracy.
• Ability to multitask and perform under tight deadlines.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong problem-solving skills and ability to exercise sound judgment.
• High level of professionalism and discretion.
• Experience in operations, logistics, procurement, or a related field (experience supporting executives is a plus).
• Experience with vendor management, purchasing, and shipment tracking.

Responsibilities

• Manage and coordinate complex calendars for multiple executives, including scheduling meetings, appointments, and resolving scheduling conflicts.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.
• Serve as a primary point of contact between executives and internal/external stakeholders.
• Prioritize and manage incoming requests, ensuring alignment with executive priorities.
• Prepare, proofread, and manage correspondence, reports, and presentations.
• Organize meetings, including agenda preparation, logistics coordination, note-taking, and follow-ups.
• Track deadlines, action items, and deliverables across multiple executives.
• Handle confidential and sensitive information with the highest level of discretion.
• Assist with event planning and coordination as needed.
• Support special projects and cross-functional initiatives.
• Own and manage procurement processes, including sourcing, vendor coordination, and purchase order execution.
• Coordinate and track shipments, deliveries, and order fulfillment to ensure on-time and accurate delivery.
• Communicate directly with vendors and suppliers to resolve issues, negotiate timelines, and prevent disruptions.
• Monitor inventory levels and coordinate replenishment to avoid shortages or overstock.
• Process and reconcile purchase orders, invoices, and expense tracking with high accuracy.
• Maintain organized and up-to-date records of vendors, orders, and logistics activities.
• Identify operational inefficiencies and proactively implement process improvements.
• Support cost control efforts through vendor comparison, pricing analysis, and negotiation.

Skills

Executive support

Calendar management

Travel coordination

Vendor management

Procurement

Bilingual English/Chinese

Confidentiality

Written and verbal communication

Multitasking

MS Office proficiency

Tools

Microsoft Office

Job description

GENERAL FUNCTION / SUMMARY

We are seeking a highly organized, detail-oriented Executive Assistant to provide high-level administrative support to multiple senior executives while taking ownership of day-to-day operational coordination, including purchasing, vendor management, and shipment tracking. The ideal candidate is proactive, resourceful, and thrives in a fast-paced environment managing competing priorities.

This role requires excellent communication skills, strong judgment, and the ability to maintain confidentiality at all times. Bilingual proficiency in English and Chinese is required.

MAJOR DUTIES AND RESPONSIBILITIES

Executive & Administrative Support

• Manage and coordinate complex calendars for multiple executives, including scheduling meetings, appointments, and resolving scheduling conflicts
• Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries
• Serve as a primary point of contact between executives and internal/external stakeholders
• Prioritize and manage incoming requests, ensuring alignment with executive priorities
• Prepare, proofread, and manage correspondence, reports, and presentations
• Organize meetings, including agenda preparation, logistics coordination, note-taking, and follow-ups
• Track deadlines, action items, and deliverables across multiple executives
• Handle confidential and sensitive information with the highest level of discretion
• Assist with event planning and coordination as needed
• Support special projects and cross-functional initiatives

Operations, Logistics & Procurement

• Own and manage procurement processes, including sourcing, vendor coordination, and purchase order execution
• Coordinate and track shipments, deliveries, and order fulfillment to ensure on-time and accurate delivery
• Communicate directly with vendors and suppliers to resolve issues, negotiate timelines, and prevent disruptions
• Monitor inventory levels and coordinate replenishment to avoid shortages or overstock
• Process and reconcile purchase orders, invoices, and expense tracking with high accuracy
• Maintain organized and up-to-date records of vendors, orders, and logistics activities
• Identify operational inefficiencies and proactively implement process improvements
• Support cost control efforts through vendor comparison, pricing analysis, and negotiation

BASIC QUALIFICATIONS

• Proven experience as an Executive Assistant supporting multiple executives or senior leadership
• Bilingual in English (written and verbal) and Chinese (verbal)
• Exceptional organizational and time-management skills with the ability to manage competing priorities
• Strong attention to detail and accuracy
• Ability to multitask and perform under tight deadlines
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong problem-solving skills and ability to exercise sound judgment
• High level of professionalism and discretion
• Experience in operations, logistics, procurement, or a related field (experience supporting executives is a plus)
• Experience with vendor management, purchasing, and shipment tracking

Preferred Qualifications

• At least 5 years of experience as an Executive Assistant
• Experience supporting C-level executives