Now Hiring: Executive Secretary

Position Overview:

The Executive Secretary position is responsible for supporting high-level executives.  Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Organization Chart: 

This position falls under the CEO in the organization structure and reports to the CEO.

Major Functional Objectives:

• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule.
• Support Board of Directors and board meetings
• Prepare statistical reports.
• Manage spreadsheets.
• Prepare confidential and sensitive documents.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Relay directives, instructions and assignment to executives.
• Maintain hard copy and electronic filing system.
• Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
• Speak and write Mandarin Chinese to support Board Meeting
• Japanese speaking a plus

Basic Requirements:

• Preferred candidate will have excellent communication skills
• English fluency
• MS office proficiency and strong typing skills
• Performs well under stress
• Ability to multi-task and maintain a safe work environment
•  Clean driving record for occasionally chauffeuring
• Travel time 20%
• Fluency in one or more languages such as Mandarin Chinese, Spanish, Japanese
• Familiarity with design software (InDesign, Photoshop, Illustrator)
• Familiarity with WordPress websites

Education 

• Bachelor’s  degree

Management & Organizational Challenges: 

• Quality mindset with a focus of strong communication skills
• Partnering, communicating and working with other departments

Environment / Culture:

•  Fast-paced, very dynamic environment with expectation of multi-tasking and accomplishing tasks in a timely manner
• Constant communication with customers and other departments
• Driven by continuous improvement
• Detail oriented