Job Overview
The Executive Assistant to the CEO will provide comprehensive administrative, logistical, and operational support to the CEO of the company. This role requires a highly organized and dynamic individual who can manage both professional and personal tasks to ensure the CEO’s workflow is seamless and efficient.
Key Responsibilities
Administrative Support:
- Manage the CEO's calendar, including scheduling online and physical meetings, appointments, and travel arrangements.
- Handle incoming and outgoing communication on behalf of the CEO, including emails, phone calls, and mail.
- File expenses and insurance claims on an accurate and timely basis
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
Meeting and Event Coordination:
- Coordinate both internal and external meetings, take minutes, and ensure follow-ups are executed.
- Plan, coordinate, and ensure the CEO's schedule is followed and respected, providing a "gatekeeper" and "gateway" role.
Personal Assistant Duties:
- Assist with personal duties including but not limited to managing personal appointments, family commitments, travel, and household affairs as necessary.
- Handle personal banking, bill payments, and other errands as needed to assist the CEO.
Travel Management:
- Coordinate travel arrangements and prepare complex travel itineraries.
- Accompany the CEO on travel occasionally if required, ensuring logistics are managed smoothly and efficiently.
Skills and Qualifications:
- Bachelor's degree in University
- Fluency in English (Verbal and written) and Chinese
- Proven experience as an Executive Assistant or similar administrative support role at a high level.
- Exceptional organizational and time management skills.
- Comfortable with using various technologies (e.g. ChatGPT) to stay in communication with CEO and to assist in completing daily tasks.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Adaptable and resourceful in a dynamic environment.
Experience:
- At least 3-5 years of experience in an executive support role.
Working Conditions:
- 30% of the time will be based in the corporate office / 70% of the time working remotely from home.
- Full-time position, often requiring flexibility for evening or weekend commitments due to time zone differences from travelling.
