Operation Specialist & Executive Assistant

【 Purpose of Position 】
To perform a variety of administrative tasks and support our company’s senior-level managers. Executive Assistant’s responsibilities include managing calendars, making travel arrangements, preparing expense reports, attending to general office matters, and, when required, acting as a driver.

Your overarching role will be to contribute to the efficiency of our business by providing personalized and timely support to executive members. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance.


【 Duties / Responsibilities 】
•Act as the point of contact among executives, employees, clients, and other external partners
•Manage information flow in a timely and accurate manner
•Manage executives’ calendars and arrange meetings
•Make travel and accommodation arrangements
•Rack daily expenses and prepare weekly, monthly, or quarterly reports
•Oversee the performance of other clerical staff
•Act as an office manager by keeping up with office supply inventory
•Format information for internal and external communication – memos, emails, presentations, reports
•Take minutes during meetings
•Screen and direct phone calls and distribute correspondence
•Organize and maintain the office filing system
•Oversee office purchase agreements
•Arrange activities for employees (e.g., afterwork, company outings, etc.)
•Organizing meetings and booking meeting rooms
•Handling correspondence directed to managers
•Making travel arrangements and detailed travel itineraries
•Producing reports and presentations
•Maintaining current filing and database system, and looking for ways to improve current systems
•Provide general administrative support
•File and retrieve corporate records, documents, and reports
•Research and organizing data to prepare documents for review and presentation by boards of directors, committees, and executives
•Help prepare for meetings
•Greet visitors and decide if they should be able to meet with executives
•Use various software, including word processing, spreadsheets, databases, and presentation software
•Read and analyze incoming memos, submissions, and distributing them as needed.
open, sort, and distribute incoming faxes, emails, and other correspondence

【Competencies】
The following competencies are expected:

•Communication – Able to convey ideas clearly to various stakeholders in both English and Mandarin
•Ownership Mindset – Take ownership of tasks, operate self-independently and act proactively to meet objectives set by company executives.
•Adaptability – Able to recognize changes and adapt appropriately. Have the curiosity to self-reflect, capture learnings, and refine work methods or processes for continuous improvement.
•Time Management – Able to prioritize tasks and handle urgent matters immediately
•Confidentiality – Able to deal with sensitive information and handle essential documents
•Resilience – A personal ability to bounce back when discouraged, learn from your mistakes, and collaborate with others in order to overcome any hurdle
•Innovative – An openness to new ideas for improving the way we work and how we build our business and plants
•Visionary pioneering – Ability to recognize and seize opportunities, and not let the risk get in the way of doing what is right or inspiring others to achieve desired results together


【Requirements / Education / Qualifications】

•3-5 years work experience as an Executive Assistant, Personal Assistant, or similar role
•Excellent MS Office and IT knowledge
•Outstanding organizational and time management skills
•Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
•Fluent in English and Mandarin
•Excellent English verbal and written communication skills
•Discretion and confidentiality
•Bachelor’s degree in administration or similar
•Valid driving license

1st interview: video interview with office & HR manager

2nd interview: on-site or video interview with CEO

3rd interview: video interview with HQ investment manager and COO

**Please note that the final salary package will be discussed upon qualification.**