Executive Assistant to the CEO

Job Overview

We are seeking a dynamic and highly organized Executive Assistant to support our CEO in driving the company’s strategic initiatives and ensuring seamless daily operations. This pivotal role requires a proactive professional with exceptional administrative skills, technical proficiency, and the ability to manage multiple priorities with confidence. As the right hand to our executive leadership, you will facilitate efficient communication, coordinate complex schedules, and oversee various projects that propel our organization forward. If you thrive in a fast-paced environment and excel at fostering collaboration across teams, this is an exciting opportunity to make a meaningful impact.

Duties

• Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Prepare, proofread, and transcribe correspondence, reports, presentations, and meeting notes with precision and professionalism.
• Organize and facilitate internal communication among departments to ensure information flows smoothly across the organization.
• Plan and execute company events, meetings, and conferences from initial planning stages through post-event follow-up.
• Support project coordination efforts by tracking deadlines, preparing agendas, and collaborating with cross-functional teams to meet organizational goals.
• Manage office operations including front desk duties, multi-line phone systems, office supplies inventory, and general administrative support for the executive team.
• Assist with business documentation through electronic signatures via DocuSign and coordinate business travel logistics for executives.
• Provide exceptional customer service by addressing inquiries professionally via phone or email while practicing excellent phone etiquette.
• Utilize video conferencing software for virtual meetings and ensure all technical aspects run smoothly during remote or hybrid events.

Skills

• Proven experience as an executive assistant or personal assistant supporting C-suite executives in a fast-paced environment.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Excellent written and verbal communication skills for internal collaboration and external interactions.
• Technical proficiency with productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), Microsoft Outlook Calendar, and video conferencing tools like Zoom or Teams.
• Event planning expertise including organizing meetings, conferences, and corporate events from start to finish.
• Office management capabilities including filing systems, front desk responsibilities, managing multi-line phones, and handling confidential information securely.
• Strong typing skills combined with proofreading abilities to ensure accuracy in all written materials.
• Project management skills to coordinate initiatives across departments efficiently.
• Experience working with internal communication platforms to facilitate seamless information sharing within teams.
• Ability to handle business travel arrangements meticulously while maintaining attention to detail.
• Bilingual in Chinese & English is a plug.

Pay: $18.00 - $24.00 per hour

Work Location: In person