Executive Assistant to CEO & Management Team

We are in search of a proactive, detail-oriented, and highly organized individual to fill the role of Senior Executive Administrator, providing extensive support to our executive leadership team. This role necessitates exceptional multitasking abilities, strategic planning, and professionalism to manage high-level administrative duties. Preferably, candidates with a legal background will excel in this position as they will also be involved in reviewing legal documents and assisting with legal matters. The perfect candidate will flourish in a fast-paced and confidential setting, serving as a dependable partner to the executive team.

Key Responsibilities

1. Executive Support

• Serve as the main point of contact for the executive leader, handling calls, emails, and inquiries on their behalf.
• Manage intricate calendar scheduling, including arranging meetings, prioritizing tasks, and addressing urgent issues.
• Create, edit, and prepare reports, presentations, and correspondence at an executive level.

1. Meeting and Event Coordination

• Organize and manage high-profile meetings, including preparing agendas, taking notes, and ensuring action items are followed up on.
• Coordinate logistics for company events, conferences, and executive meetings.
• Support in planning strategic annual meetings and other vital company events.

1. Travel and Expense Management

• Arrange both domestic and international travel, such as flights, accommodations, visas, and itineraries, to guarantee seamless and efficient trips.
• Manage expense reporting and reimbursement procedures accurately and promptly.

1. Legal and Documentation Support

• Aid in reviewing, organizing, and overseeing contracts, agreements, and other legal documents to ensure accuracy and adherence to regulations.
• Collaborate with the legal team to provide support for legal matters involving executives.
• Uphold confidentiality and ensure proper documentation and filing of sensitive legal and corporate materials.

1. Administrative Optimization

• Manage and safeguard crucial company documents, ensuring both security and accessibility.
• Enhance administrative processes to boost overall efficiency.
• Supervise procurement of office supplies and resources to ensure smooth daily operations.

1. Crisis Management and Special Assignments

• Offer assistance to executives in managing urgent or unforeseen situations by delivering swift and effective solutions.
• Assist in high-priority projects and ensure timely completion of critical tasks.

Qualifications

• Education and Experience

• Bachelor’s degree in Law, Business Administration, or a related field (a Master’s degree is advantageous).

• Minimum of 5 years of experience in an executive assistant or senior administrative role supporting C-suite executives.

• Demonstrated expertise in handling confidential information discreetly.

• Skills and Competencies

• Exceptional organizational and time management skills, with proficiency in prioritization and multitasking in a fast-paced environment.

• Strong verbal and written communication skills, including the ability to prepare executive-level documents.

• Proficiency in modern office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools.

• Familiarity with legal document review and administrative processes related to legal support.

• High emotional intelligence and interpersonal skills for effective relationship-building across different teams and stakeholders.

• Proficient problem-solving and adaptability skills to navigate dynamic situations.

• Preferred Qualifications

• Legal background or experience in legal document review and compliance.

• Experience in managing international travel arrangements and communicating across diverse cultures.

• Knowledge of budget management, expense tracking, and operational planning.

• Proficiency in Mandarin and English.