Dorahacks | Executive Assistant to CEO

2 weeks ago

hong kong, Hong Kong SAR China Dorahacks Full time

We are seeking a proactive, detail-oriented, and highly organized Senior Executive Administrator to provide comprehensive support to our executive leadership team. This position requires exceptional multitasking skills, strategic thinking, and professionalism to handle high-level administrative tasks. Candidates with a legal background are strongly preferred, as you will also assist in reviewing legal documents and coordinating with legal matters. The ideal candidate will thrive in a fast-paced, confidential environment, acting as a reliable partner to the executive team.

Position can be based in China, Hong Kong or Singapore


Key Responsibilities
  • Executive Support
    • Act as the primary point of contact for the executive leader, managing calls, emails, and inquiries on their behalf.
    • Oversee complex calendar management, including scheduling meetings, prioritizing tasks, and coordinating urgent matters.
    • Draft, edit, and prepare executive-level reports, presentations, and correspondence.
  • Meeting and Event Coordination
    • Plan and coordinate high-level meetings, including agenda preparation, note-taking, and follow-up on action items.
    • Organize and manage logistics for company events, conferences, and executive meetings.
    • Assist in planning strategic annual meetings and other key company events.
  • Travel and Expense Management
    • Arrange domestic and international travel, including flights, hotels, visas, and itineraries, ensuring smooth and efficient trips.
    • Handle expense reporting and reimbursement processes accurately and efficiently.
  • Legal and Documentation Support
    • Assist in reviewing, organizing, and managing contracts, agreements, and other legal documents to ensure accuracy and compliance.
    • Collaborate with the legal team to support executive-related legal matters.
    • Maintain confidentiality and ensure proper documentation and filing of sensitive legal and corporate materials.
  • Administrative Optimization
    • Manage and maintain critical company documents, ensuring security and accessibility.
    • Optimize administrative processes to enhance overall efficiency.
    • Monitor and manage procurement of office supplies and resources, ensuring seamless daily operations.
  • Crisis Management and Special Assignments
    • Assist executives in handling urgent or unforeseen situations by providing quick and effective solutions.
    • Support high-priority projects and ensure timely execution of critical tasks.
Qualifications
  • Education and Experience
    • Bachelor’s degree in Law, Business Administration, or related field (a Master’s degree is a plus).
    • Minimum of 5 years of experience in an executive assistant or senior administrative role supporting C-suite executives.
    • Demonstrated experience in handling confidential information with discretion.
  • Skills and Competencies
    • Excellent organizational and time management skills, with the ability to prioritize and multitask in a fast-paced environment.
    • Strong verbal and written communication skills, with the ability to prepare executive-level documents.
    • Proficiency in modern office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools.
    • Familiarity with legal document review and administrative processes related to legal support.
    • High emotional intelligence and interpersonal skills to effectively build relationships across teams and stakeholders.
    • Problem-solving and adaptability skills to navigate dynamic situations.
  • Preferred Qualifications
    • Legal background or experience with legal document review and compliance.
    • Experience managing international travel arrangements and cross-cultural communication.
    • Familiarity with budget management, expense tracking, and operational planning.
    • Proficiency in Mandarin & English.
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