Administrative Assistant

POSITION SUMMARY:

Provides high-level clerical and administrative support to the Company CEO. Performs executive-level administrative functions including preparing correspondence and reports, managing schedules and communications, coordinating meetings and travel, and serving as a primary point of contact for internal and external stakeholders. Fluency in Chinese (spoken and written) is required to support communications, translation, and coordination with Chinese-speaking partners and stakeholders.

Requirements

MINIMUM REQUIREMENTS:

High school diploma or *equivalent plus five (5) years of progressively responsible executive administrative experience, preferably supporting senior leadership. Fluency in Chinese (Mandarin; written and verbal) and English is required. Must have excellent oral and written communication skills, advanced Microsoft Office skills, and strong time management and organizational abilities. Must be able to work independently, handle highly confidential matters, exercise discretion, and interact tactfully and professionally with all levels of personnel, including executive leadership and external partners.

Any equivalent combination of experience and training which provides the required knowledge, skills and abilities may be substituted.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide direct administrative and clerical support to the CEO.
• Manage and maintain executive calendars, schedules, and meeting logistics.
• Prepare, translate, and proofread correspondence, presentations, reports, memorandums, and procedural documents in English and Chinese.
• Serve as a liaison between the CEO and internal departments, board members, and external partners, including Chinese-speaking contacts.
• Set up, maintain, and manage executive and departmental files, both electronic and hardcopy.
• Enter, retrieve, and analyze data from various databases; prepare reports using reporting tools.
• Review documents and forms for accuracy and required approvals prior to CEO signature.
• Conduct research and compile statistical and executive-level reports as requested.
• Handle confidential and sensitive information with the highest level of discretion.
• Coordinate domestic and international travel arrangements, including itineraries, visas, and accommodations.
• Answer and screen phone calls, manage executive correspondence, and receive visitors.
• Support executive projects, maintain spreadsheets, track action items, and manage deadlines.
• Perform other job-related duties as assigned by the CEO or executive leadership.

WORK ENVIRONMENT / CONDITIONS / PHYSICAL DEMANDS:

Duties are performed in a standard office environment. The position may require occasional evenings, weekends, holidays, on-call availability, and domestic or international travel, including overnight stays.

These duties are considered essential and illustrative of the fundamental job tasks. Employees may be required to perform additional related duties as assigned by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.