Executive Personal Assistant (Mandarin required)

Executive Personal Assistant to CEO

Bilingual Mandarin & English Required

Overview

We are seeking a highly organized, proactive, and dependable Executive Personal Assistant to provide comprehensive business and personal support to the CEO of a growing company in the social media, branding, and consulting industry.

This is a hands-on role combining executive administrative support with personal and family assistance. The ideal candidate is resourceful, detail-oriented, discreet, and able to anticipate needs while managing a wide range of professional and personal responsibilities.

Fluency in both Mandarin Chinese and English is required.

Responsibilities

• Manage the Founder/CEO’s business and personal calendars, including meetings, appointments, deadlines, events, and schedule changes.
• Coordinate domestic and international travel, including flights, hotels, transportation, reservations, visas, and detailed itineraries.
• Communicate professionally in both Mandarin and English with team members, clients, business partners, vendors, and personal contacts.
• Assist with bilingual correspondence, document review, and translation as needed.
• Prepare, proofread, and organize emails, reports, presentations, meeting notes, and other business documents.
• Coordinate meetings, company events, conferences, client appointments, and other business activities.
• Track projects, deadlines, action items, and follow-ups to ensure tasks are completed on time.
• Coordinate communication between the Founder/CEO, internal team members, clients, vendors, and external partners.
• Assist with bookkeeping, expense tracking, receipts, invoices, QuickBooks, and administrative records as needed.
• Organize contracts, DocuSign materials, electronic files, and confidential business and personal records.
• Manage family schedules, including children’s school calendars, extracurricular activities, appointments, school events, forms, deadlines, and transportation.
• Coordinate personal appointments, reservations, errands, purchases, returns, deliveries, and other day-to-day needs.
• Manage vehicle-related responsibilities, including maintenance schedules, service appointments, registration renewals, insurance documentation, detailing, and repairs.
• Coordinate household vendors, maintenance appointments, service providers, and related follow-ups.
• Schedule medical, dental, personal care, and other appointments as requested.
• Track important renewals, payments, memberships, subscriptions, and recurring obligations.
• Assist with family events, gifts, reservations, personal travel, and special occasions.
• Handle additional business and personal tasks or errands as needed.
• Proactively identify scheduling conflicts, upcoming deadlines, and potential issues before they become problems.
• Maintain a high level of confidentiality and discretion regarding all business, financial, family, and personal matters.

Qualifications

• Fluent Mandarin Chinese and English required (speaking, reading, and typing).
• Previous experience as an Executive Assistant, Personal Assistant, Family Assistant, or similar support role preferred.
• Exceptional organizational and time-management skills.
• Ability to manage multiple business and personal priorities simultaneously.
• Strong written and verbal communication skills.
• Highly detail-oriented with strong follow-through.
• Professional, dependable, discreet, and trustworthy.
• Comfortable working independently and taking initiative without constant direction.
• Proficiency with Microsoft Office, Google Workspace, Outlook, Zoom, Lark, DocuSign, and similar productivity platforms.
• Experience with QuickBooks, bookkeeping, or expense tracking is a plus.
• Experience coordinating domestic and international travel is preferred.
• Comfortable working in a fast-paced social media and consulting environment where priorities may change quickly.
• Valid driver’s license and reliable transportation preferred.

Ideal Candidate

We are looking for someone who can become a trusted right hand to the CEO. You should be equally comfortable coordinating an important client meeting, communicating with Mandarin-speaking team members, organizing an international trip, managing children’s school schedules, scheduling vehicle maintenance, or handling an unexpected personal task.

The right candidate is proactive, flexible, highly dependable, and naturally organized. You should enjoy making…