ROLE SUMMARY
The primary role of the Executive Assistant & Office Manager is to provide high-level administrative support for key executives and the teams to ensure the organization can efficiently accomplish key tasks and company initiatives.
RESPONSIBILITIES
Office Management
- Work in partnership with various teams, and oversee office operations, including managing vendors, coordinating facilities maintenance, and ensuring compliance with health and safety regulations.
- Maintain a welcoming and efficient office environment, ensuring supplies and equipment are stocked and in good working order.
- Assist with event planning and coordination for team meetings, conferences, and special events.
- Office expenses budget planning and controlling
- Support office management, including day to day office running, disposal and replacement for broken and depreciated office assets
- Ad hoc daily support to ensure smooth running of office and management's activities; answering phones, taking messages, responding to emails as instructed, greeting business guests, etc.
Executive Support
- Understand how the C-level operates and provide high-level administrative support to the Chairman, including managing calendars, scheduling appointments meetings and calls, coordinating travel plans, invoicing and expenses management
- Assist in the preparation and facilitation of leadership meetings, including creating agendas, documenting minutes, and tracking action items.
- Handle confidential information/ correspondence with discretion and create and format meeting materials and other relevant documents
- Communicate and correspond with all internal teams and external service providers, departments, and relevant stakeholders
REQUIREMENTS
- Ability to speak, read and write in 3 languages (English, Chinese and Korean) at professional level and translate documents of these languages, if needed.
- At least 3-4 years in hospitality and customer service to handle multiple stakeholders of various culture backgrounds (knowledgeable in travel and hotels arrangements)
- Ability to stay composed under fast-changing and high pressure environment
- Great interpersonal, communications skills and excellent service mindset
- Proactive problem solver, resourceful and independent to handle urgent situations
- Attentive, strong follow up skills and detail-oriented
- High level of integrity and able to handle sensitive and confidential information
