Executive Assistant/Operations Manager

KAM LEE YUEN TRADING CO INC; Hayward (CA); On-site; USD 63,000 - 77,000; Full time

Job summary

Kam Lee Yuen Trading Co. Inc. in Hayward, CA seeks an Executive Assistant and Operations Manager to provide comprehensive administrative and operational support to the C-Suite.

The role requires discretion, strong bilingual English and Mandarin communication, and on-site presence. Responsibilities include calendar management, travel coordination, drafting bilingual correspondence, and coordinating with internal and external stakeholders.

Qualifications

• 3–5 years of executive administrative support experience, preferably supporting C-suite.
• Strong bilingual English and Mandarin communication skills (spoken and written).
• Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.
• High professionalism, discretion, and ability to handle confidential information.
• On-site work Monday–Friday in Hayward, CA.

Responsibilities

• Provide high-level administrative support to C-Suite executives, including calendar management, travel coordination, and meeting preparation.
• Draft, proofread, and distribute professional English/Mandarin correspondence, reports, and presentations.
• Serve as liaison between executives and internal/external stakeholders, including Chinese-speaking partners and clients.
• Coordinate bilingual communications for meetings and negotiations as needed.
• Manage confidential information with discretion and professionalism.
• Prepare meeting agendas, minutes, and track action items for follow-through.
• Organize filing systems and documents in physical and digital formats.
• Handle executive travel logistics including domestic and international arrangements.
• Support special projects and ad-hoc assignments as directed by leadership.
• Coordinate office operations and interface with vendors, partners, and visitors.

Skills

Bilingual English/Mandarin

MS Office Suite

Organizational Skills

Discretion & Confidentiality

Job description

Kam Lee Yuen Trading Co. (KLY) is a distribution and supply chain management company headquartered in Hayward, California. KLY serves a diverse, internationally rooted client base and operates in a fast-paced, relationship-driven environment where discretion, cultural fluency, and executive-level support are essential to daily operations.

Position Summary

KLY is seeking a highly organized and professional Executive Assistant and Operations Manager to provide comprehensive administrative and operational support to the C-Suite leadership team. This is an on-site, full-time role based at KLY's Hayward office. The ideal candidate brings executive-level administrative experience, the ability to operate with discretion and sound judgment in a dynamic business environment, and strong bilingual communication skills in English and Mandarin Chinese. Proficiency in Cantonese is a plus.

Key Responsibilities

• Provide high-level administrative support to C-Suite executives, including calendar management, travel coordination, and meeting preparation
• Draft, proofread, and distribute professional correspondence, reports, and presentations in English and Mandarin
• Serve as a key point of contact and communication liaison between executives and internal/external stakeholders, including Chinese-speaking business partners and clients
• Coordinate and facilitate bilingual communications for meetings, calls, and business negotiations as needed
• Manage confidential information with the highest level of discretion and professionalism
• Prepare agendas, take meeting minutes, and track action items to ensure timely follow-through
• Organize and maintain filing systems, records, and documents in both physical and digital formats
• Handle logistics for executive travel, including domestic and international arrangements
• Support special projects, research, and ad-hoc assignments as directed by the leadership team
• Coordinate office operations and interface with vendors, partners, and visitors on behalf of the executive team
• May manage projects on behalf of the management team
• Procure office supplies

Language Requirements

Required:

• Fluency in English — spoken, read and written (required)
• Fluency in Chinese Mandarin — spoken, read, and written (required)

Preferred / Plus:

• Cantonese Chinese — spoken and written (preferred; candidates with both Mandarin and Cantonese proficiency will stand out)

Qualifications

Required:

• 3–5 years of experience as an Executive Assistant or in a senior administrative support role
• Prior experience supporting C-Suite or senior leadership
• Bilingual fluency in English and Mandarin Chinese (spoken and written)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Exceptional organizational skills with strong attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• High degree of professionalism, discretion, and confidentiality
• Strong written and verbal communication skills
• Ability to work on-site Monday through Friday

Preferred:

• Cantonese proficiency (spoken and/or written)
• Experience in distribution, supply chain, or international trade environments
• Familiarity with cross-cultural business communication, particularly within Chinese-speaking business communities

Work Schedule

The ideal candidate will be able to work 7:30 am to 4:00 pm M-F onsite in Hayward, CA, plus weekends as needed.

Compensation

Compensation for this role is approximately $70,000 annually.