Executive Assistant & Office Operations Manager (Chinese Speaker)

Job Responsibilities

Personal Assistant

• Manage the Chairman’s schedule, coordinate meetings, arrange travel, and handle daily administrative tasks.
• Draft, review, and organize important company documents, reports, and correspondence.
• Organize board and executive meetings, take minutes, and follow up on action items.
• Act as a liaison between the Chairman and internal departments/external partners to ensure effective communication.
• Accompany the Chairman to business negotiations, high-level meetings, and industry events, providing on-site support.
• Assist in managing business projects assigned by the Chairman, track progress, and report key updates.
• Maintain strict confidentiality of sensitive documents in the Chairman’s office.
• Handle urgent matters and unexpected situations with flexibility and sound judgment.

Office Management

• Assist with employee visa application processing and management.
• Support team establishment and HR functions, including recruitment, onboarding, employee record maintenance, and compliance with local labor laws.
• Plan and coordinate meetings, travel arrangements, and company events.
• Ensure compliance with local regulations and company policies.
• Act as a cultural bridge between the Hong Kong office and global teams to facilitate effective communication and collaboration.
• Handle ad hoc tasks and provide general administrative support to the group management team.

Required Skills and Qualifications

• Education: Bachelor’s degree or above.
• Experience: 3+ years as an executive assistant or in a similar administrative role, with knowledge of corporate operations.
• Language (Mandatory): Excellent written and verbal communication skills in both Chinese and English, with the ability to draft professional documents.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Visa Knowledge: Familiarity with employee visa application processes.
• Coordination Skills: Strong planning and coordination abilities for meetings, travel, and events.
• Adaptability: Capable of handling ad hoc tasks and adjusting to changing needs.
• Attention to Detail: Precision in administrative tasks and compliance.