The Executive Assistant will provide comprehensive administrative and operational support to the executive team, ensuring smooth and efficient day-to-day operations. This role requires a bilingual individual fluent in both English and Mandarin to effectively communicate with a diverse range of internal and external stakeholders. The ideal candidate will have strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. The Executive Assistant will manage calendars, handle communications, and assist with ad hoc tasks to support the team’s goals. Familiarity with Canadian, particularly Ontario’s restaurants, travel areas, and business associations is highly beneficial.

Benefits:

• Competitive salary
• Strong support system
• Salary increase starting on your first year of employment (only for full-time roles | based on performance)
• Monthly Performance Incentive (only for full-time roles | based on given metrics |can range from $40 - $50)
• Health benefit ($30/month)
• No computer activity monitoring
• Training materials for upskilling provided
• Paid holiday leaves (depending on the holidays that the client observes)
• Paid sick leaves (sick leave convertible to cash if perfect attendance)
• Paid planned leaves
• 13th month pay
• Allowance for SSS and Pag-ibig contribution ($20/month)

Key Responsibilities:

• Administrative Support: Provide high-level administrative assistance to executives, managing calendars, scheduling meetings, and organizing travel arrangements.
• Bilingual Communication: Communicate effectively in both English and Mandarin, handling email, phone calls, and other communications with a diverse audience.
• Document Preparation: Prepare, edit, and translate documents, presentations, reports, and correspondence as needed.
• Meeting Coordination: Schedule and coordinate meetings, prepare agendas, and take detailed minutes to distribute to stakeholders.
• Travel Coordination: Arrange travel plans, accommodations, and itineraries, ensuring all details are managed efficiently, especially in relation to Canadian and Ontario-specific travel areas.
• Task Management: Assist in managing and tracking tasks and deadlines for the executive team, ensuring all priorities are met on time.
• Data Management: Maintain accurate records, enter data into systems, and handle sensitive information with confidentiality.
• Stakeholder Liaison: Act as a point of contact between the executive team and internal/external stakeholders, ensuring professional and efficient communication.
• Ad Hoc Tasks: Support executives with various ad hoc tasks and special projects as required, including research and event coordination.

1. Responsible for the execution of client solutions and resource coordination;

2. Timely feedback and collection of client requirements;

3. Participate in completing planning proposals and project closures, and conduct in-depth maintenance for clients and strategic partners.

An AI project that has secured tens of millions in funding and is supported by top institutions.

Job Title: Executive Assistant to the CEO

Location: Remote, with travel required

Overview:

The Executive Assistant (EA) to the CEO will be a trusted right-hand, providing high-level support with a focus on excellent communication, discretion, and strategic alignment. This role requires exceptional drafting skills in multiple languages, the ability to communicate clearly and concisely, and a high degree of judgment in managing sensitive and complex situations. The EA will handle critical administrative and operational tasks, engage with stakeholders, and ensure the CEO’s priorities are met across product, go-to-market, and operations.

Key Responsibilities:

1. Expert Communication and Drafting:

• Draft, edit, and respond to communications on behalf of the CEO, ensuring clarity, conciseness, and professionalism.
• Communicate effectively in English, Chinese, and other preferred languages, maintaining a high standard of written content.
• Use extreme judgment and discretion in managing confidential and sensitive information.

2. Daily Briefing and Team Coordination:

• Provide daily briefs updating the CEO on team activities, project status, and key developments across product, operations, and market strategies.
• Interface with the team and external partners on behalf of the CEO, ensuring smooth communication and project alignment.

3. Stakeholder and Relationship Management:

• Engage with stakeholders, partners, clients, and Open Data Labs, managing high-level relationships with professionalism and tact.
• Coordinate meetings, events, and communications, ensuring the CEO is well-prepared and supported in all engagements.

4. Diary and Task Management:

• Manage the CEO’s calendar, prioritizing engagements and ensuring time is allocated effectively.
• Organize and coordinate travel arrangements, accompanying the CEO as needed and managing all logistical details.

5. Operational and Strategic Support:

• Assist with management responsibilities across all areas under the CEO’s purview, including strategic product initiatives, operational oversight, and market execution.
• Provide support on special projects, delivering insights and recommendations that align with the CEO’s vision and strategic goals.

6. Discretion and People Skills:

• Exercise extreme discretion and judgment in all aspects of the role, handling sensitive information with the utmost confidentiality.
• Demonstrate exceptional interpersonal skills, effectively managing interactions with diverse teams and high-level stakeholders.

Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

• Perform various administrative tasks such as handling emails, letters, filing, and correspondence.
• Assist in basic accounting tasks for Company Executives.
• Maintain accurate records and ensure confidentiality of files and documents.
• Conduct special projects and other administrative functions as assigned.
• Manage Company Executives' schedules, plan meetings, conferences, and travel arrangements.
• Coordinate internal and external meetings, prepare relevant documents, and take and distribute meeting minutes.
• Handle phone calls professionally, manage mail and email, and prioritize correspondence.
• Prepare presentations, documents, and back-office paperwork as needed.
• Manage external business and client relations.
• Welcome and assist visitors by identifying the purpose of their visit and directing them to the appropriate department.