Role Overview:
We are seeking a highly skilled and proactive Bilingual Chinese-Speaking Executive Assistant to provide comprehensive support to C-Level Executives. This role requires exceptional organizational and project management capabilities, along with the ability to manage multiple priorities effectively in a fast-paced environment. The ideal candidate will be highly detail-oriented, possess excellent written and verbal communication skills, and demonstrate strong proficiency in task and workflow management tools to ensure the seamless execution of day-to-day executive operations.
Key Responsibilities:
Executive Support & Calendar Management:
- Manage complex executive calendars and high-level scheduling, ensuring alignment with business priorities.
- Act as a gatekeeper, proactively resolving scheduling conflicts and prioritizing requests.
- Coordinate internal and external meetings, conferences, and events with seamless logistics.
Project & Task Coordination:
- Support executive-led initiatives by tracking milestones, managing action items, and ensuring timely delivery.
- Liaise with internal teams and external stakeholders to facilitate cross-functional collaboration.
- Utilize task management tools to monitor workflows, set priorities, and provide regular progress updates.
Communication & Correspondence:
- Serve as a key liaison between executives, senior leadership, and stakeholders.
- Draft, review, and manage professional correspondence, reports, presentations, and executive materials.
- Screen and respond to communications on behalf of the executive with discretion and professionalism.
Travel Confidentiality & Documentation
- Coordinate complex business travel, including flights, accommodations, visas, and last-minute changes.
- Manage confidential documents and prepare meeting materials, minutes, and follow-ups to ensure execution.
Required Qualifications:
- Minimum of 5 years experience as an Executive Assistant supporting C-Level Executives in a corporate environment.
- Professional working proficiency in Mandarin Chinese as a second language is required.
- MBA Degree from a recognized institution is mandatory.
- Strong project management capabilities, with the ability to manage multiple priorities and ensure timely completion of tasks.
- Excellent interpersonal skills, with the ability to build and maintain effective relationships across all organizational levels.
- High proficiency in Microsoft Office Suite and digital collaboration and productivity tools.
- Exceptional written and verbal English & Chinese communication skills, with strong attention to detail and accuracy.
- Proven experience in managing complex travel arrangements and adapting efficiently to last-minute changes.
- Flexibility to provide executive support outside standard business hours and the ability to undertake business travel to China when required.
Key Competencies
- Executive Support: Expert in managing complex calendars, prioritizing meetings, and anticipating executive needs.
- Project & Task Management: Strong ability to coordinate projects, track deliverables, and meet deadlines using task management tools.
- Communication: Excellent written and verbal communication skills, with experience drafting professional documents and liaising across all levels.
- Organization & Multitasking: Highly organized with the ability to manage multiple priorities in fast-paced environments.
- Problem-Solving: Proactive and adaptable, with a solutions-oriented approach to changing priorities.
- Confidentiality: Proven discretion in handling sensitive and confidential information.
- Stakeholder Coordination: Effective in managing internal and external stakeholder relationships.
- Travel & Logistics: Experienced in coordinating complex international travel and last-minute changes.
- Digital Proficiency: Highly proficient in Microsoft Office and collaboration platforms (e.g., Teams, SharePoint, Asana).
- Professionalism & Flexibility: Maintains high professional standards and flexibility to support urgent and extended-hour requirements.
