Executive Assistant / Office Administrator (Bilingual in Mandarin & English)

FlexiSpot; Irvine (CA); On-site; USD 75,000 - 80,000; Full time

Benefits offered by this job

Paid time off

Employee discount

Job summary

Flexispot Inc. seeks an organized Executive Assistant / Office Administrator to provide executive‑level support to the Director and oversee daily office operations in Irvine, CA.

The role involves managing calendars, travel, correspondence, and cross‑department coordination to maintain a professional and efficient workplace. The ideal candidate will hold a bachelor’s degree, be fluent in Mandarin Chinese and English, and have prior experience in fast-paced corporate settings.

Qualifications

• Bachelor's degree required.
• Fluent in Mandarin Chinese and English.
• Experience as an executive/administrative assistant preferred.

Responsibilities

• Provide executive-level administrative support to the Director, including calendar, travel, and correspondence.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Manage office operations, vendor relations, filing, and visitor coordination.
• Assist with travel arrangements, expense reporting, and cross‑departmental communications.

Skills

Mandarin Chinese

English

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Flexispot Inc., a subsidiary of Loctek Ergonomic Technology Corp. (Stock Code: 300729, Shenzhen Stock Exchange), is a globally recognized leader in ergonomic health and smart office solutions. Loctek is an intelligent technology platform company centered on linear drive systems and integrated electromechanical (mechatronic) technologies. The company is committed to delivering system-level solutions for smart home, smart office, and smart logistics scenarios through reusable engineering and software capabilities. Committed to innovation and enhancing workplace productivity, Flexispot specializes in linear-drive technology products, including height-adjustable desks, ergonomic chairs, smart electric beds, and workstation accessories. As a key international brand under Loctek, Flexispot operates in over 75 countries, with a robust presence across North America, Europe, and Asia. In 2023, Flexispot was proudly ranked among China’s Top 50 Global Brands, climbing eight positions.

In the United States, Flexispot manages 16 strategically located distribution centers, covering over 7* million square feet* of operational space. With comprehensive in-house research, development, and design capabilities, we oversee the entire product lifecycle—from initial concept to large-scale production—leveraging multiple manufacturing facilities across Asia. Supported by a global workforce of over 5,000 employees, Flexispot delivers premium products and tailored services to customers worldwide, solidifying our reputation as a trusted partner in the ergonomic and workspace innovation sector.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Administrator to provide executive‑level administrative support to the Director while overseeing daily office operations.

This dual‑function role is responsible for managing executive schedules, coordinating meetings and travel arrangements, facilitating internal and external communication, and ensuring an efficient, professional, and well‑organized office environment.

The ideal candidate is a resourceful problem‑solver with excellent communication skills, strong organizational abilities, and the discretion to handle confidential information. This individual must be comfortable managing multiple priorities in a fast‑paced, dynamic business environment.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative and operational support to the Director, ensuring smooth execution of daily activities and business priorities.
• Manage and maintain the Director's calendar, including scheduling meetings, appointments, business engagements, and key events.
• Coordinate internal and external meetings, prepare agendas, organize supporting materials, document meeting minutes, and follow up on action items.
• Prepare, edit, proofread, and format business correspondence, reports, presentations, and other executive documents.
• Serve as a primary point of contact between the Director, internal departments, external business partners, and other stakeholders.
• Screen and prioritize incoming communications, including emails, phone calls, and meeting requests.
• Handle confidential business information with professionalism and discretion.

Office Administration & Daily Operations

• Oversee day‑to‑day office administrative activities to maintain an organized, efficient, and professional workplace.
• Coordinate office supplies, equipment, maintenance requests, and vendor services.
• Manage office inventory, purchasing requests, and administrative records.
• Support office facilities management, including coordinating repairs, maintenance, and workspace arrangements.
• Assist with office events, employee activities, meetings, and internal company gatherings.
• Welcome visitors, coordinate guest arrangements, and provide administrative support for business meetings.
• Maintain accurate filing systems, documentation, and office records.
• Identify opportunities to improve administrative processes and overall office efficiency.

Communication & Cross‑Departmental Coordination

• Facilitate effective communication between the Director and various departments to ensure alignment on priorities and deadlines.
• Coordinate with internal teams on administrative requests, operational matters, and ongoing projects.
• Follow up with relevant stakeholders to ensure timely completion of assigned tasks and deliverables.
• Assist in drafting internal announcements, business communications, and professional correspondence.
• Maintain positive working relationships with employees, vendors, clients, and external partners.

Travel & Event Coordination

• Arrange domestic and international business travel, including flights, hotels, ground transportation, and detailed itineraries.
• Coordinate business visits, executive meetings, conferences, and corporate events.
• Manage travel‑related documentation, reservations, and expense reporting.
• Support logistical planning for company events, business meetings, and special activities.

Project & Operational Support

• Assist the Director with special projects, strategic initiatives, and cross‑functional assignments.
• Conduct research, collect information, and prepare summaries or reports to support business decisions.
• Track project timelines, action items, and deliverables to ensure timely execution.
• Coordinate with internal departments and external partners to support operational objectives.
• Assist with expense reports, invoice processing, purchase requests, and other administrative documentation.
• Perform additional duties and ad hoc assignments as needed.

Qualifications

Education & Experience

• A bachelor's degree is a must.
• Fluency in both Mandarin Chinese and English is required.
• Previous experience as an Executive Assistant, Administrative Assistant, Office Administrator, Office Manager, or in a similar administrative role preferred.
• Experience supporting senior executives or managing office operations is a plus.
• Experience working in a fast‑paced corporate environment is highly desirable.
• Excellent written and verbal communication skills in English.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time‑management, and multitasking abilities.
• Exceptional attention to detail and ability to maintain accurate records.
• Strong interpersonal and professional communication skills.
• Ability to manage competing priorities, meet deadlines, and adapt to changing business needs.
• Strong problem‑solving skills with the ability to work independently and exercise sound judgment.
• Demonstrated ability to handle sensitive and confidential information appropriately.
• Experience coordinating schedules, travel arrangements, meetings, and office operations.

Job Type: Full-Time

Work Location: On-site — Irvine, CA

Annual Salary: $75,000 – $80,000 per year, depending on qualifications and experience.

• Paid time off
• Employee discount

We are an Equal Opportunity Employer and are committed to providing equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.