Job Description

Executive Assistant to the COO
Job Summary
Provide administrative support to the COO office, assist with project management and coordinate internal and external communications.
Provide consultation on administration issues with associated departments and facilitate interdepartmental coordination.
Duties and Responsibilities:
Work closely and effectively with COO to keep him well informed of upcoming commitments and responsibilities, following up appropriately
Assist in managing communication of the COO, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate
Provide gatekeeper role to the COO
Acts as a barometer having a sense for the issues taking place and keeping the COO updated
Researches, prioritizes and follows up on issues and concerns, as assigned by COO, assisting in determination of appropriate course of action, referral, or response
Maintain high-level of understanding of inter-departmental process as to assist in facilitating appropriate communication
Maintain basic knowledge of day-to-day processes of departments under the COO, to assist in resourcing as needed
Maintain effective relationships and communications with departments outside of the office of the COO
Coordinate budget activity through tracking, reconciling and processing payment requests, credit card purchases, reimbursement claims and budget reports
Coordinate departmental events and provide logistical supportFacilitate special projects as assigned
Provide project management support for complex planning and execution of COO related initiatives
Prioritize conflicting needs, handles matter expeditiously, proactively and follow through on projects to successful completion
Perform other tasks as may be necessary to facilitate the work of the COO

Requirements:
Degree in Business Administration / Management or relevant field of studies3 to 4 years administrative support work experience with good skills in Microsoft Office
Highly collaborative with strong operations aptitude
Able to maintain highest level of discretion and integrity and the ability to handle and maintain confidentiality
Excellent communication skills and effectively bilingual in both spoken and written English & Mandarin
Ability to manage multiple priorities for multiple stakeholders
Ability to set and adhere to realistic deadlines and work effectively yet maintain
Flexibility to adapt to changing priorities
Skilled in managing time and workload effectively
Ability and willingness to work as a member of a team and to foster a team environment within the department and all levels
Strong problem-solving skills
Must be able to define problems, collect data, establish facts and draw valid conclusions
Ability to work independently and self-manage