Executive Assistant at Zhongxin Network Technology Company Limited

Job Description

• We are seeking a highly professional, proactive, and discreet Executive Assistant (EA) to provide comprehensive support to our senior leadership team.
• The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief Executive Officer (CEO).
• The EA manages the executive's office, organizes administrative functions, coordinates communications, and ensures the executive's time is managed effectively, allowing them to focus on strategic priorities.

Key Responsibilities and Duties
Administrative and Office Management:

• Calendar Management: Proactively manage and coordinate a complex and ever-changing executive calendar, including scheduling internal and external meetings, appointments, and conferences.

• Travel Coordination: Arrange comprehensive and detailed international and domestic travel itineraries, bookings, accommodation, ground transportation, and preparation of travel expense reports.

• Correspondence: Screen and prioritize incoming communication (phone calls, emails, mail), routing messages to the appropriate parties and drafting professional responses on the executive's behalf.

• Meeting Support: Organize, prepare agendas for, attend, and take detailed minutes during key meetings (e.g., Board meetings, Management Committee meetings). Follow up on action items to ensure timely execution.

Communication and Stakeholder Liaison:

• Act as a professional and discreet gatekeeper, managing access to the executive.
• Liaise professionally with Board members, senior executives, external partners, clients, and key stakeholders.
• Prepare and edit correspondence, presentations, reports, spreadsheets, and other documents, ensuring high standards of accuracy and formatting.

Project and Document Management:

• Assist with the coordination of departmental projects or initiatives as directed by the executive.
• Organize and maintain a highly efficient filing system for sensitive and confidential materials, ensuring immediate retrieval of documents.
• Conduct basic research and compile data to prepare summaries and reports for executive review.
• Manage office supplies, equipment, and administrative budgets for the executive office.

Qualifications and Skills

• Education: Bachelor’s Degree in Business Administration, Communications, or a related field preferred.
• Experience: Minimum of 2+ years of experience supporting a C-level executive (CEO, MD, COO) or senior leader within a fast-paced environment.
• Technical Proficiency: Expert proficiency in the Microsoft Office Suite (Word, Advanced Excel, PowerPoint, Outlook/Calendar management). Experience with [Specify ERP/CRM, e.g., SharePoint, Salesforce] is a plus.

Core Competencies:

• Discretion and Confidentiality: Absolute integrity and the ability to handle highly sensitive information with extreme confidentiality are paramount.
• Proactivity and Prioritization: Exceptional ability to anticipate needs, manage multiple tasks concurrently, and prioritize effectively under pressure.
• Communication: Outstanding written and verbal communication skills, including excellent grammar and professional tone.
• Organizational Skills: Superior organizational, planning, and time management abilities.