Position Summary
We are hiring a bilingual (Mandarin-English) Office Administrator & Executive Assistant to manage the day-to-day operations of our New York office while supporting senior executives and facilitating coordination with our Asia-based teams. This role combines facility management, executive calendar support, business operations, and cross-border document workflows. The ideal candidate is detail-oriented, service-driven, and capable of operating independently in a fast-paced, high-trust environment.
Job Responsibilities
Executive and Calendar Support
- Manage and maintain daily calendars of senior executives, including scheduling internal/external meetings and recurring check-ins
- Coordinate logistics for meetings, video calls, conference rooms, guest arrivals, and reception
- Assist in preparing presentation materials, internal/external documents, and reports
- Provide support during executive meetings or events (note-taking, logistics follow-up, etc.)
Travel & Expense Management
- Book international and domestic travel (flight, hotel, car service), prepare detailed travel itineraries and agendas
- Manage travel logistics including visa arrangements, insurance, and international coordination when needed
- Prepare and reconcile T&E (Travel & Entertainment) expense reports and track reimbursements
Office Operations
- Act as primary liaison with building property management (access, HVAC, cleaning, repair, deliveries)
- Oversee office supply procurement, inventory, mail distribution, kitchen/meeting room restocking
- Manage office-related contracts and invoices via procurement systems
- Track and coordinate seating plans, including visitor desk setups
Administrative Coordination
- Facilitate internal document flow: route contracts, compliance forms, signature requests, notarizations
- Coordinate with legal, HR, finance, and external vendors to ensure timely documentation processing
- Archive and maintain both digital and physical administrative records
Internal Process Support & Communication
- Assist with onboarding/offboarding: desk setup, IT access, hardware delivery, welcome kits
- Coordinate with IT and People teams for policy orientation, ID cards, internal directory updates
- Maintain and distribute internal guides, office seating charts, holiday calendars
- Submit and track internal work requests (e.g., IT, HR, admin approvals)
Asia Office Coordination
- Serve as the NY-based business operations liaison to Asia teams, ensuring smooth document execution, workflow routing, and scheduling
- Assist with cross-border hiring logistics, including scheduling interviews, coordinating local onboarding tasks, and relaying updates
- Ensure time-sensitive paperwork and approvals between Asia and US are routed、notarized、delivered efficiently
Event and Meeting Support
- Organize internal team events, offsites, boardroom meetings, and visitor arrangements
- Manage logistics including venue booking, catering, room set-up/clean-up
Other Tasks / Projects
- Support ad hoc administrative and operational tasks including internal audits, reporting, and documentation follow-up
- Participate in cross-functional projects involving coordination across legal, compliance, finance, and external vendors
Qualifications
- 3–5 years of office administrator or EA experience in finance, consulting, or fast-paced cross-border businesses
- Bachelor’s degree preferred
- Fluent in Mandarin and English – required
- Strong experience supporting international teams across time zones
- High proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word); familiarity with tools like Workday, DocuSign, Airtable is a plus
- Excellent organizational and multitasking skills; strong ownership mindset
- Ability to handle confidential information with professionalism and discretion
- Strong communication skills and a proactive, service-oriented attitude
What You Bring
- Strong ownership of day-to-day execution and process follow-through
- High attention to detail, with the ability to stay composed under pressure
- Flexibility to support both structured operations and ad hoc projects
- Confidence to communicate across regions and support a growing cross-border business
- A team-first mindset and genuine passion for building a well-run, professional office environment
