Senior Executive Support
- Manages sensitive business information professionally and maintains strict confidentiality.
- Coordinates flights and other travel activities, ensuring timely preparation and cost efficiency according to company policy. Assists with visa applications and other travel protocols.
- Demonstrates a collaborative style, actively getting to know peers across the organization to better understand all areas of the office.
- Proactively manages the calendar for executive business partners, anticipating and responding to changes.
- Gathers information and pre-meeting materials from relevant sources to prepare executive business partners.
- Organizes client events such as lunches, dinners, and other entertainment.
- Coordinates team meetings and prepares any necessary data documentation.
- Assists in preparing project materials, including meeting coordination and creating deliverables.
- Completes other administrative tasks assigned by executive business partners.
Operation Support (Office Management)
- Responsible for general office management of the US site (stationery supplies, welcoming guests, organizing corporate level events etc.).
- Coordinate with building management and vendors for office related matters and manage any office move projects if comes up.
- Assist with US employee onboarding and offboarding working closely with the China HR team.
- Provide support with the hiring process when needed such as coordinating interviews.
- Liaising with external vendors and contacts such as vendors for health insurance, payroll, banking, visas etc.
- Assist with maintaining IT equipment inventory and work closely with the China IT team.
- Support other colleagues during times of absence and creates a supportive and efficient environment for the wider support team to work in.
- Build efficiency and effectiveness into existing operations and define new operational plan for US site.
Qualifications:
- Demonstrate a can do mentality. Work independently and as part of a team.
- Strong interpersonal and communication skills
- Demonstrates accuracy and attention to detail of own work, update stakeholders and ensure standards for accuracy and details.
- Consistently and positively contribute in a high-paced, changing work environment prioritizing multiple functions and tasks, and managing time efficiently.
- Bachelor's degree or equivalent experience.
- 6+ years of direct executive support, administrative operations management, or corporate event planning experience.
- Solid skills and knowledge of Microsoft Office (PowerPoint, Excel, Word, Teams)