Executive Assistant (7-month contract)

Position Summary

We are seeking a versatile and experienced Executive Assistant to provide high-level administrative support to our executives while ensuring the smooth and efficient operation of our office. This role requires exceptional organizational skills, impeccable discretion, and a proactive approach to problem-solving. The ideal candidate will be a master multitasker who thrives in a fast-paced environment and is passionate about supporting people and processes.

Key Responsibilities

Executive and Team Support:

61 Provide comprehensive administrative support to Managing Director, including complex calendar management, scheduling meetings, and coordinating travel arrangements.

61 Manage expense reporting and track budgets for the executive office.

61 Handle confidential information with the utmost integrity and discretion.

61 Provide logistics support to both internal and external visiting executives

61 Support the Managing Director in organizing training sessions and team-building events to enhance morale and strengthen team capabilities

Office Management:

61 Oversee the daily operations of the office to ensure a clean, safe, efficient, and welcoming work environment.

61 Manage office supplies inventory, place orders, and maintain relationships with vendors and service providers.

61 Serve as the main point of contact for building management and any office-related issues.

61 Coordinate and manage office events, meetings, and celebrations.

61 Develop and implement office policies and procedures to improve efficiency and culture.

61 Provide general administrative support to the team as needed, including mail distribution, filing, and greeting visitors.

Qualifications and Experience

61 Required:

o Bachelor's degree or equivalent practical experience.

o 5+ years of proven experience as an Executive Assistant, or similar role, preferably supporting C-level executives.

o Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

o Outstanding communication skills, both written and verbal in Chinese and English.

o Superior organizational and time-management skills with the ability to prioritize tasks and meet deadlines in a dynamic environment.

o Demonstrated ability to handle information with discretion.

Core Competencies

61 Proactive & Anticipatory: Thinks two steps ahead and anticipates the needs of the executives and the office.

61 Problem-Solver: A resourceful and creative approach to overcoming challenges.

61 High Integrity: Unquestionable ethics and discretion in handling information.

61 Detail-Oriented: Unwavering commitment to accuracy and quality in all tasks.

61 Team Player: Collaborative spirit with a "no job is too small" attitude.