Assistant to the CEO

About the role

We are looking for an Executive Assistant to serve as a strategic partner and right hand to our CEO. This position is not a typical administrative role; it involves active engagement in research, analysis, and organizational development. The successful candidate will be responsible for managing complex schedules, coordinating international travel, and supporting the CEO with data analysis, reporting, and operational improvements. The role requires a proactive, detail-oriented individual who can work independently, anticipate needs, and handle multiple tasks in a fast-paced environment. You will play a key part in ensuring the smooth functioning of executive operations, providing both administrative and strategic support to help the CEO focus on high-level decision-making and organizational growth.

Key facts

What you'll do

• Act as the primary point of contact and gatekeeper for the CEO, managing all internal and external communications with tact, professionalism, and discretion.
• Maintain a comprehensive understanding of the CEO's priorities, deadlines, and ongoing projects to ensure alignment and timely execution.
• Manage complex, dynamic calendars across multiple time zones, adjusting schedules promptly to accommodate travel, meetings, and shifting priorities.
• Coordinate international travel arrangements, including booking flights, accommodations, visas, and transportation, as well as preparing detailed itineraries and handling related logistics.
• Handle all aspects of travel paperwork and ensure compliance with relevant regulations for international trips.
• Gather data from various departments to create clear, actionable reports, dashboards, and presentations that support strategic decision-making.
• Conduct regular audits of workflows and performance metrics to identify operational gaps, inefficiencies, and areas for process improvement.
• Research complex topics and synthesize information into concise briefs, summaries, and reports for the CEO's review.
• language models, spreadsheets, and critical thinking to perform data analysis and generate insights that inform business strategies.
• Assist with financial management tasks, including expense tracking, budget auditing, and preparing financial reports.
• Monitor key financial indicators and cross-departmental deliverables to ensure projects stay within budget and meet deadlines.
• Handle confidential business and financial information with the utmost discretion and professionalism.
• Support personal tasks such as making bookings, finding service providers, and managing other logistical arrangements for the CEO.
• Provide general administrative support, including document management, correspondence, and scheduling meetings.
• Collaborate with other team members to ensure communication and operational efficiency across departments.
• Be prepared to work during evening or night hours as needed, depending on the CEO's schedule and time zone requirements.
• Occasionally perform tasks physically in Hong Kong or Shenzhen, such as attending meetings or coordinating logistics.

Requirements

• Proven experience as an Executive Assistant, Chief of Staff, Business Operations Manager, or Strategic Coordinator, with the ability to start immediately in a fast-paced environment.
• Exceptional analytical skills, with the ability to interpret data, identify trends, and recommend actionable solutions.
• Strong problem-solving capabilities and a proactive approach to anticipating needs and addressing issues before they arise.
• High adaptability and resilience, with the ability to maintain composure under pressure and manage multiple priorities simultaneously.
• Financial literacy, including familiarity with spreadsheets, financial statements, and basic business finance principles.
• Willingness to work during evening or night hours as required, with the ability to adjust working hours accordingly.
• Advanced proficiency in modern workspace tools such as Claude, Notion, Slack, Google Workspace, Excel/Google Sheets, and project management platforms.
• Excellent command of English; knowledge of Cantonese and Mandarin is preferred but not mandatory.
• Willingness and ability to perform occasional physical tasks in Hong Kong or Shenzhen.
• Ability to work independently with minimal supervision and to handle confidential information responsibly.

Nice to have

• Experience working in a startup or rapidly changing corporate environment.
• Knowledge of financial analysis, reporting, and budgeting processes.
• Familiarity with language models and AI tools for data analysis and research.
• Multilingual skills, especially in Cantonese and Mandarin, to facilitate communication in a diverse environment.
• Prior experience coordinating international travel and logistics for executives.
• Ability to adapt to different cultural contexts and work effectively across time zones.

Skills & tools

• Strong organizational and multitasking skills, with the ability to prioritize effectively.
• Excellent written and verbal communication skills.
• Advanced proficiency in Google Workspace, Excel, and project management tools.
• Ability to analyze data, generate insights, and prepare reports and presentations.
• Discretion and confidentiality when handling sensitive information.
• Tech-savvy with familiarity in AI tools like Claude, Notion, and other modern collaboration platforms.
• Critical thinking and problem-solving skills to address operational challenges proactively.
• Ability to work independently, take initiative, and manage time efficiently.

Practical notes

• This role is based on-site in Hong Kong.
• Some tasks may require working during evening or night hours to accommodate different time zones and schedules.
• Occasional travel or physical presence in Hong Kong or Shenzhen may be necessary for meetings or logistical arrangements.
• The position offers an opportunity to work closely with the CEO in a dynamic, fast-paced environment, supporting strategic initiatives and operational excellence.
• Candidates should be prepared to handle a variety of tasks, from administrative support to strategic research, in a high-pressure setting.
• Flexibility and resilience are essential qualities for success in this role.