Executive Assistant (Bilingual in Chinese)

GENERAL FUNCTION / SUMMARY

We are seeking a highly organized, detail-oriented Executive Assistant to provide high-level administrative support to multiple senior executives while taking ownership of day-to-day operational coordination, including purchasing, vendor management, and shipment tracking. The ideal candidate is proactive, resourceful, and thrives in a fast-paced environment managing competing priorities.

This role requires excellent communication skills, strong judgment, and the ability to maintain confidentiality at all times. Bilingual proficiency in English and Chinese is required.

MAJOR DUTIES AND RESPONSIBILITIES

ExecutiveAdministrative Support:

• Manage and coordinate complex calendars for multiple executives, including scheduling meetings, appointments, and resolving scheduling conflicts
• Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries
• Serve as a primary point of contact between executives and internal/external stakeholders
• Prioritize and manage incoming requests, ensuring alignment with executive priorities
• Prepare, proofread, and manage correspondence, reports, and presentations
• Organize meetings, including agenda preparation, logistics coordination, note-taking, and follow-ups
• Track deadlines, action items, and deliverables across multiple executives
• Handle confidential and sensitive information with the highest level of discretion
• Assist with event planning and coordination as needed
• Support special projects and cross-functional initiatives

Operations, LogisticsProcurement:

• Own and manage procurement processes, including sourcing, vendor coordination, and purchase order execution
• Coordinate and track shipments, deliveries, and order fulfillment to ensure on-time and accurate delivery
• Communicate directly with vendors and suppliers to resolve issues, negotiate timelines, and prevent disruptions
• Monitor inventory levels and coordinate replenishment to avoid shortages or overstock
• Process and reconcile purchase orders, invoices, and expense tracking with high accuracy
• Maintain organized and up-to-date records of vendors, orders, and logistics activities
• Identify operational inefficiencies and proactively implement process improvements
• Support cost control efforts through vendor comparison, pricing analysis, and negotiation

BASIC QUALIFICATIONS

• Proven experience as an Executive Assistant supporting multiple executives or senior leadership
• Bilingual in English (written and verbal) and Chinese (verbal)
• Exceptional organizational and time-management skills with the ability to manage competing priorities
• Strong attention to detail and accuracy
• Ability to multitask and perform under tight deadlines
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong problem-solving skills and ability to exercise sound judgment
• High level of professionalism and discretion
• Experience in operations, logistics, procurement, or a related field (experience supporting executives is a plus)
• Experience with vendor management, purchasing, and shipment tracking

Preferred Qualifications

• At least 5 years of experience as an Executive Assistant
• Experience supporting C-level executives
• Experience in financial industries
• Familiarity with travel booking platforms and expense reporting systems
• Experience coordinating across multiple departments or teams
• Experience with inventory management systems, ERP platforms, or procurement tools
• Background in supply chain, distribution, or operations-heavy environments
• Experience with cost analysis, budgeting, or vendor negotiations
• Comfortable handling high-volume operational workflows

Additional Expectations

• Ability to act as a gatekeeper and effectively manage executive time and priorities
• Proactive mindset with the ability to anticipate needs and address issues before they arise
• Comfortable working in a dynamic, fast-paced environment
• Occasional flexibility outside standard business hours, as needed
• Takes ownership of tasks and drives them through completion with minimal supervision

WHO WE ARE

With over 30 years of experience, TransGlobal has grown into the largest Asian-focused, all-in-one financial services platform in the U.S. We offer a comprehensive suite of services-including life and health insurance, annuities, re…