Executive Assistant (Bilingual Mandarin)

Location: Irvine, CA / On-Site

Employment Type: Full-Time

Reports To: Executive/CEO

Position Overview

We are seeking a highly organized, responsive, and proactive Executive Assistant to provide direct administrative and operational support to a senior executive. This role is ideal for someone who works with a strong sense of urgency, communicates exceptionally well, and can independently manage multiple priorities in a fast-paced environment.

The Executive Assistant will be responsible for managing calendars and meetings, organizing executive communications, preparing meeting materials, and ensuring important action items and commitments are followed through to completion.

Fluency in both English and Mandarin Chinese is required for this position.

Key Responsibilities

• Manage a complex executive calendar, including scheduling, prioritizing, and coordinating meetings and appointments.
• Coordinate internal and external meetings, including logistics, attendees, conference rooms, virtual meeting links, and schedule changes.
• Screen, organize, and prioritize emails, correspondence, and other communications to help ensure time-sensitive matters receive appropriate attention.
• Prepare meeting agendas, briefing materials, presentations, reports, and other supporting documents.
• Track action items, deadlines, and commitments following meetings and proactively follow up with appropriate parties to ensure completion.
• Anticipate scheduling conflicts, deadlines, and executive needs and take initiative to resolve issues quickly.
• Communicate and coordinate with internal departments, external partners, clients, and other stakeholders on behalf of the executive as appropriate.
• Draft and proofread professional emails, correspondence, and other executive communications.
• Maintain organized records, files, meeting notes, and confidential information.
• Assist with special projects, research, travel coordination, and other executive support needs as assigned.
• Maintain discretion and confidentiality when handling sensitive business and personnel matters.

Qualifications

• Fluency in Mandarin Chinese and English is required, with strong verbal and written communication skills.
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to produce accurate, polished work.
• Highly responsive with the ability to act quickly and appropriately when priorities change.
• Ability to independently prioritize and manage multiple assignments with limited supervision.
• Strong follow-through and ability to proactively identify outstanding tasks and deadlines.
• Professional judgment and discretion when handling confidential or sensitive information.
• Strong interpersonal skills and ability to communicate professionally with individuals at all levels of an organization.
• Proficiency with Microsoft Office, Outlook, Teams, and other standard business and scheduling applications.
• Previous experience supporting executives, senior leadership, or working in a similar administrative role preferred.

Availability & Responsiveness

This position primarily operates during the Company’s normal business hours. Due to the nature of executive support, occasional communication or responsiveness outside of normal business hours may be needed for time-sensitive scheduling changes or urgent matters. Regular after-hours work is not an expectation of the position unless otherwise communicated and authorized.

Salary starting at $72,000 per year