Executive Assistant (Bilingual Mandarin)

American Lending Center Holdings Inc.; Irvine (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

American Lending Center Holdings Inc. is seeking a proactive Executive Assistant to provide direct administrative and operational support to a senior executive in Irvine, CA.

The role requires exceptional organization, urgency in handling multiple priorities, and strong communication in both Mandarin and English. You will manage calendars, coordinate meetings, prepare materials, and track action items to ensure commitments are completed on time.

Qualifications

• Fluency in Mandarin Chinese and English is required with strong written and verbal skills.
• Exceptional organizational and time-management abilities for high-priority tasks.
• Ability to draft concise communications and manage confidential information.
• Experience supporting executives or senior leadership is preferred.

Responsibilities

• Manage a complex executive calendar with scheduling, prioritization, and meeting coordination.
• Coordinate internal and external meetings, logistics, and travel arrangements as needed.
• Screen and organize emails to surface time-sensitive matters for executives.
• Prepare meeting agendas, briefing materials, presentations, and reports.
• Track action items and deadlines, ensuring follow-up and completion.
• Anticipate scheduling conflicts and respond quickly to changing priorities.
• Communicate with stakeholders on behalf of the executive and maintain confidentiality.
• Draft and proofread professional emails and executive correspondence.
• Maintain organized records and meeting notes; support special projects as assigned.

Skills

Bilingual Mandarin and English

Organizational skills

Time management

Attention to detail

Communication

Prioritization

Discretion

Interpersonal skills

MS Office / Outlook / Teams

Tools

Microsoft Office Suite

Outlook

Teams

Job description

We are seeking a highly organized, responsive, and proactive Executive Assistant to provide direct administrative and operational support to a senior executive. This role is ideal for someone who works with a strong sense of urgency, communicates exceptionally well, and can independently manage multiple priorities in a fast-paced environment.

The Executive Assistant will be responsible for managing calendars and meetings, organizing executive communications, preparing meeting materials, and ensuring important action items and commitments are followed through to completion.

Fluency in both English and Mandarin Chinese is required for this position.

Key Responsibilities

• Manage a complex executive calendar, including scheduling, prioritizing, and coordinating meetings and appointments.
• Coordinate internal and external meetings, including logistics, attendees, conference rooms, virtual meeting links, and schedule changes.
• Screen, organize, and prioritize emails, correspondence, and other communications to help ensure time-sensitive matters receive appropriate attention.
• Prepare meeting agendas, briefing materials, presentations, reports, and other supporting documents.
• Track action items, deadlines, and commitments following meetings and proactively follow up with appropriate parties to ensure completion.
• Anticipate scheduling conflicts, deadlines, and executive needs and take initiative to resolve issues quickly.
• Communicate and coordinate with internal departments, external partners, clients, and other stakeholders on behalf of the executive as appropriate.
• Draft and proofread professional emails, correspondence, and other executive communications.
• Maintain organized records, files, meeting notes, and confidential information.
• Assist with special projects, research, travel coordination, and other executive support needs as assigned.
• Maintain discretion and confidentiality when handling sensitive business and personnel matters.

Qualifications

• Fluency in Mandarin Chinese and English is required, with strong verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to produce accurate, polished work.
• Highly responsive with the ability to act quickly and appropriately when priorities change.
• Ability to independently prioritize and manage multiple assignments with limited supervision.
• Strong follow-through and ability to proactively identify outstanding tasks and deadlines.
• Professional judgment and discretion when handling confidential or sensitive information.
• Strong interpersonal skills and ability to communicate professionally with individuals at all levels of an organization.
• Proficiency with Microsoft Office, Outlook, Teams, and other standard business and scheduling applications.
• Previous experience supporting executives, senior leadership, or working in a similar administrative role preferred.

Availability & Responsiveness

This position primarily operates during the Company's normal business hours. Due to the nature of executive support, occasional communication or responsiveness outside of normal business hours may be needed for time-sensitive scheduling changes or urgent matters. Regular after-hours work is not an expectation of the position unless otherwise communicated and authorized.