Mandarin Speaking Executive Assistant (EA), London

Location: London

Salary: Competitive and commensurate with experience

Searching for an accomplished Executive Assistant boasting a minimum of 5 years of professional experience, preferably within a private office. Fluency in both English and Mandarin is a prerequisite. The ideal candidate will bring advanced technical competencies, particularly in Microsoft Office Suite, and showcase extraordinary organisational acumen, especially in managing intricate schedules and coordinating international travels. Essential personal traits include a solutions-oriented mindset, superior communication abilities, and an unwavering dedication to diplomatic and discreet interactions.
Responsibilities:

Administrative Support:

1. Ensure efficient workflow for the Principal by managing their daily itinerary and providing a shield for their time.
2. Foster relationships with business and personal contacts, as well as team members, to organise and streamline meetings.
3. Coordinate meetings across multiple time zones, accommodating both in-person and virtual settings.
4. Champion effective time management by proactively identifying potential schedule conflicts and offering flexible solutions.
5. Provide comprehensive weekly plans.
6. Safeguard the distribution of pertinent documents to authorised third parties when requested.
7. Schedule personal appointments and events, and reserve appropriate venues.
8. Compile and manage expense reports.
9. Perform occasional administrative and personal tasks as needed.
10. Manage daily administrative tasks and correspondences.
11. Contribute to special projects as assigned.

Email Management:

1. Monitor and manage all business-related emails.
2. Filter essential information and promptly escalate urgent matters to the Principal’s attention.
3. Maintain an organisedorganised and efficient filing system.

Travel Coordination:

1. Coordinate all aspects of business trips, including accommodation, local transport etc.
2. Oversee travel logistics, visa requirements, and travel itineraries, including necessary documentation.
3. Maintain an accurate record of travel history.

Qualifications:

Education: Tertiary education would be advantageous.

Language Skills: Fluent in both English and Mandarin.

Technical Proficiencies: Comprehensive knowledge of Microsoft Office Suite (Outlook, Word, Excel) and PDF formatting is critical. Familiarity with Adobe Photoshop and Adobe InDesign would be beneficial.

Work Experience: At least five years as an Executive Assistant in a professional environment, preferably in a private office setting. Demonstrable experience in fiduciary tasks and schedule management is mandatory.

Ideal Candidate Profile:

Experience: The candidate should have at least 5 years of experience as an Executive or Personal Assistant, preferably within a private office setting. This experience will enable the candidate to manage this role’s dynamic and multifaceted responsibilities adeptly.

Education: A tertiary level of education is favoured, underscoring academic excellence and the ability to comprehend complex concepts swiftly. The candidate must be fluent in English and Mandarin, facilitating effective communication with various stakeholders.

Technical Skills: The ideal candidate will have proficient skills in Microsoft Office Suite (Outlook, Word, Excel) and PDF formatting. Knowledge of Adobe Photoshop and InDesign would be a considerable asset, demonstrating adaptability to various software tools.

Personal Characteristics: The candidate will consistently exhibit diplomacy and discretion. They will possess exceptional organisational skills, a pragmatic task approach, and meticulous attention to detail. Effective written and verbal communication skills are paramount to liaising efficiently with a range of stakeholders, such as galleries, museums, and suppliers.

Time Management: The ideal candidate should have proven fiduciary skills and exemplary schedule management capabilities necessitated by the nature of the role, which demands efficient management of a complex calendar and coordination of multiple tasks.