Executive Assistant

Position: Executive Assistant

Overview:

The Executive Assistant will provide high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role requires working flexible hours, especially when the Director is traveling, and reporting to the Director based on the Hong Kong Time Zone.

Key Responsibilities:

- Schedule Management: Efficiently manage executives' schedules, appointments, and travel arrangements, ensuring optimal time utilization.
- Travel Coordination: Keep the Director's full calendar up to date, including arranging flight and hotel bookings for the Director, associates, and clients. Organize trade show visits and offerings guided by the Director.
- Project Coordination: Coordinate and oversee projects, ensuring timely completion within budget constraints. Automate and file all manual documentation related to these projects.
- Correspondence Preparation: Prepare and edit correspondence, presentations, and documents with a high standard of professionalism. Summarize daily briefing emails and handle follow-up on Director email replies and reminders.
- Communication: Act as a central point of contact for executives, handling communication with internal and external stakeholders, maintaining communication regarding travel arrangements and trade show visits.
- Confidentiality: Handle confidential information with discretion and maintain a high level of confidentiality.
- Proactive Support: Anticipate and proactively address executives' needs to facilitate seamless workflow.
- Report Preparation: Assist in report and proposal preparation, conducting research, and compiling data for executive consideration.
- Workflow Management: Manage work systems and procedures, ensuring efficient workflow and organization. Utilize the ClickUp managing app for task management and coordination.
- Task Prioritization: Prioritize and manage multiple tasks simultaneously, meeting deadlines effectively.
- Collaboration: Collaborate with administrative professionals to optimize overall work efficiency.
- Meeting Representation: Represent executives in meetings and act as a proxy when necessary.
- Additional Tasks: Execute additional tasks and responsibilities to support the overall success of the executive team.

Software/Tools:

- Desire to use AI to be more effective.
- Adapt to our ClickUp managing app.
- Using Peachtree/Tally Accounting software would be an advantage.

Skill Set:

- Strong organizational and planning skills.
- Excellent time management skills and ability to multitask and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook. Proficiency in Google Suite and project management software.
- Excellent project management skills.
- Ability to work on tight deadlines.
- Knowledge of standard administrative practices and procedures.

Experience:

- A minimum of 3-5 years of experience as an Executive Assistant or in other secretarial positions.
- A degree in Business Administration or a related field is preferred.
- Experience in managing multiple priorities, administrative coordination, and logistics.
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills.
- Significant expertise in travel planning, coordinating complex itineraries, and ensuring seamless travel experiences.

Core Values at South Street Designs:

- Creating an environment where everyone can be their authentic selves and contribute their unique perspective.
- Ensuring company culture is grounded in trust, respect, collaboration, resilience, and innovation.
- Empowering each individual to reach their fullest potential while being supported by the team.

Why People Love Working at South Street Designs:

- 100% Work from Home.
- Great compensation & benefits package.
- Quarterly reimbursements for internet and technology/office set-up upgrades.
- Annual Cost of Living Adjustment based on inflation rate.
- Free virtual psychotherapy sessions with MAGIS Creative Spaces.
- Holiday Wind Down.
- Medicard HMO with 100k DDL once regularized.
- 20 PTOs per year once regularized (accrued PTOs during probation).