Executive Assistant

Executive Assistant Brief Description

The Executive Assistant to the Office of the President will primarily support the Chief of Staff to the President and provide administrative support to additional executive leaders, as assigned. This role operates within the Office of the President and requires a high level of discretion, responsiveness, sound judgment, and executive presence. The position will serve as a fluent bilingual liaison (English and Chinese – Mandarin) supporting communication with the Board of Directors, key shareholders, and corporate stakeholders in China.

The role will work closely with the Human Resources team, particularly in supporting HR-related communications, documentation, and reporting to the Board and headquarters in China. In addition to executive support responsibilities, the position includes document translation, project tracking, travel and vehicle approval tracking, and structured data coordination.

• Proactively manage complex calendars for the Chief of Staff and assigned executive leaders.
• Coordinate domestic and international travel arrangements and related logistics.
• Prepare executive presentations, reports, spreadsheets, and briefing materials.
• Manage executive communications and correspondence as assigned.
• Provide professional written and verbal translation (English/Chinese) for Board materials, executive communications, and corporate documents.
• Provide interpretation support during meetings as required.
• Coordinate onsite and offsite executive and Board meetings.

• Work closely with the HR team to support preparation and translation of HR reports, updates, and communications to the Board and headquarters in China.
• Assist in organizing and tracking HR-related Board materials and submissions.
• Support structured follow-up on HR-related action items arising from Board or shareholder communications.
• Maintain confidentiality of sensitive HR and personnel information.

• Track key projects and action items directed through the Office of the President.
• Maintain structured tracking logs and executive dashboards.
• Track and coordinate company travel approvals routed through the Office of the President.
• Monitor and log company vehicle usage requests and approvals.
• Ensure documentation is complete, accurate, and properly recorded.

• Perform data entry, information gathering, and document organization.
• Leverage basic AI tools (e.g., document summarization, translation assistance, structured tracking support) to improve efficiency and accuracy.
• Review Purchase Requests (PRs) upon request to ensure accuracy and completeness.
• Troubleshoot PR issues in coordination with Finance, Purchasing, and Accounting.
• Serve as point of contact for Docusign routing for executive-level agreements.
• Assist with document management, SOW tracking, and system record retention.
• Provide support related to expense reporting and Concur administration as assigned.

• Provide backup coordination support for Facilities, Security, and Janitorial functions as needed.
• Monitor Facilities help tickets and assist with follow-up.
• Coordinate conference room scheduling and approvals.
• Sort and distribute incoming mail.

• Provide administrative support to additional executive leaders within the Office of the President, as assigned.
• Perform other administrative and special projects as directed by the Chief of Staff.

• Bachelor’s Degree preferred;
  Associate’s Degree with relevant experience accepted.
• 3+ years of experience supporting executive-level leadership or senior management.
• Fluent bilingual proficiency in English and Chinese (Mandarin) required, including professional written translation capability.
• Demonstrated experience translating business, HR, financial, and operational documents.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Basic proficiency with AI productivity tools and ability to leverage technology to improve workflow efficiency.
• Strong organizational skills and ability to maintain structured tracking…