Executive Assistant

Key Responsibilities

• Executive & Administrative Support
• Manage and coordinate the General Manager's calendar, appointments, meetings, and daily schedule.
• Arrange internal and external meetings, conference calls, travel itineraries, accommodations, and related logistics.
• Prepare meeting agendas, presentations, reports, correspondence, and other materials for executive review.
• Take meeting notes, document key decisions, and follow up on assigned action items.
• Organize incoming requests, communications, and information to support the General Manager's daily priorities.
• Maintain organized executive files, schedules, business records, and confidential documents.
• Assist with expense reporting, reimbursement documentation, and general administrative activities.
• Anticipate upcoming meetings, deadlines, and executive needs to ensure timely preparation and follow-up.
• Communication & Stakeholder Coordination
• Serve as a professional point of contact between the General Manager, internal departments, vendors, clients, and external stakeholders.
• Coordinate meeting schedules, information requests, and follow-up communications across departments.
• Draft professional emails, meeting summaries, internal announcements, and routine business correspondence.
• Track pending requests, deadlines, and action items to ensure timely responses and completion.
• Support clear communication and information sharing between executive leadership and cross-functional teams.
• Assist with coordinating executive visits, company meetings, business events, and other activities as needed.
• General Business & Project Support
• Assist with tracking assigned tasks, project updates, schedules, and administrative follow-ups.
• Collect, organize, and summarize information from different departments for management review.
• Prepare spreadsheets, basic reports, presentations, and status summaries.
• Support documentation, recordkeeping, and improvements to internal administrative workflows.
• Coordinate with relevant teams to obtain updates and clarify outstanding items.
• Assist with special assignments and additional administrative or operational tasks as directed by the General Manager.

Requirements & Tech Stack

• Qualifications
• Bachelor's degree or equivalent combination of education and relevant experience.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills in English.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to prioritize responsibilities, manage deadlines, and follow through on assigned tasks.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Professional and dependable communication style.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Strong sense of responsibility, initiative, and accountability.
• Willingness to learn, accept feedback, and adapt to changing priorities.
• Ability to work independently and collaborate effectively in a team environment.
• Preferred Qualifications
• Previous internship or professional experience in executive assistance, administrative support, office coordination, or business operations.
• Experience scheduling meetings, coordinating events, arranging travel, or supporting daily office activities.
• Familiarity with preparing business correspondence, meeting notes, reports, and presentations.
• Experience communicating with management, department leaders, vendors, or external stakeholders.
• Familiarity with task tracking, project coordination, or business reporting tools.
• Experience in engineering, construction, manufacturing, semiconductor, technology, or related industries.
• Bilingual proficiency in English and Mandarin Chinese is a plus.

Work Environment

• Primarily office-based position requiring close collaboration.
• May involve occasional travel between company offices, project sites, or other business locations.
• Comfortable working in a fast-paced environment, handling changing priorities, and responding to time-sensitive requests.
• Maintain a high level of professionalism and confidentiality.

Benefits

• 100% Paid Benefits for the Employee, including Medical, Dental, Vision, and Life Insurance.
• Paid Time Off (PTO).
• 401(k) Plan.