The Executive Assistant will provide high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The Executive Assistant will also be expected to represent the executive team in a professional and efficient manner.
Key responsibilities:
- Efficiently manage executives' schedules, appointments, and travel arrangements, ensuring optimal time utilization. This includes reporting to the Director on a day-to-day basis, based on the Hong Kong Time Zone, and working flexible hours as required, especially when the Director is traveling.
- Keep the Director's full calendar up to date, including arranging and making flight and hotel bookings for the Director, as well as for associates and clients. Additionally, organize trade show visits and offerings guided by the Director.
- Coordinate and oversee projects, ensuring timely completion within budget constraints. This encompasses automation and filing of all manual documentation related to these projects.
Prepare and edit correspondence, presentations, and documents with a high standard of professionalism. This involves summarizing daily briefing emails received by the Director and handling follow-up on Director email replies and reminders.
- Act as a central point of contact for executives, handling communication with internal and external stakeholders. This includes maintaining communication regarding travel arrangements and trade show visits.
Handle confidential information with discretion, demonstrating a commitment to maintaining a high level of confidentiality.
- Anticipate and proactively address executives' needs to facilitate seamless workflow.
- Assist in report and proposal preparation, conducting research, and compiling data for executive consideration.
- Manage work systems and procedures, ensuring efficient workflow and organization. This includes utilizing the ClickUp managing app for task management and coordination.
- Prioritize and manage multiple tasks simultaneously, meeting deadlines effectively.
- Collaborate with administrative professionals to optimize overall work efficiency.
- Keep executives well-informed of upcoming commitments and responsibilities.
- Represent executives in meetings and act as a proxy when necessary.
- Execute additional tasks and responsibilities to support the overall success of the executive team.
Software/Tools:
- Desire to use AI to be more effective
- Be able to adapt our Click Up managing app
- Using Peach-tree / Tally Accounting software would be an advantage
Skill set:
- Strong organizational and planning skills.
- Excellent time management skills and ability to multitask and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook. Proficiency in Google Suite and project management software.
- Excellent project management skills.
- Strong organizational and planning skills.
- Ability to work on tight deadlines.
- Knowledge of standard administrative practices and procedures.
Experience:
- A minimum of 3-5 years of experience as an Executive Assistant or in other secretarial position.
- A degree in Business Administration or a related field is preferred. Experience in managing multiple priorities, administrative coordination, and logistics.
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills. Strong written and verbal communication skills.
- The ideal candidate should possess significant expertise in travel planning. Worked in a fast-paced environment, excel at coordinating complex itineraries, and have a passion for ensuring seamless travel experiences
Do not apply if:
Scenario Questions:
- No Scenario Questions
Our core values:
At South Street Designs, we believe in creating an environment where everyone can be their authentic selves and contribute their unique perspective to the team. We strive to ensure our company culture is grounded in positive values like trust and respect, collaboration, resilience, and innovation. This commitment enables us to build an atmosphere where inclusion and growth are at the forefront. Our goal is to empower each individual to reach their fullest potential while being supported by the team.
Why people love working at South Street Designs:
- 100% Work from Home
- Great compensation & benefits package
- Quarterly reimbursements for internet and technology/office set-up upgrade
- Annual Cost of Living Adjustment based on inflation rate
- Free virtual psychotherapy sessions with MAGIS Creative Spaces
- Holiday Wind Down
- Medicard HMO with 100k DDL once regularized
- 20 PTOs per year once regularized (accrued PTOs during probation)
We know our success depends on the people who join us. That's why we have a meticulous screening process so we can hire top-notch talent. Join us by applying directly at Submissions elsewhere are ignored.
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