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Executive Assistant to CEO & Management Team

fully flexible
Remote: 
Full Remote
Contract: 
Full time
Experience: 
Senior (5-10 years)
Work from: 
China, Hong Kong

Offer summary

Qualifications:

Bachelor's degree in Law or Business Administration, Minimum of 5 years of experience as an executive assistant, Experience in handling confidential information, Master's degree is a plus.

Key responsabilities:

  • Manage calls, emails, and inquiries for executives
  • Coordinate travel and expenses for executives
DoraHacks logo
DoraHacks Startup https://dorahacks.io
11 - 50 Employees
About DoraHacks
DoraHacks is a global hackathon organizer and one of the world's most active developer incentive platforms. It creates a global hacker movement in blockchain, quantum computing and space tech, and provides a wide range of toolkits to help developers around the world team up and fund their ideas and BUIDLs via hackathons, bounties, grants, idea networks, developer games and more. By far, more than 13,000 startup teams from the DoraHacks community have received over $40 million in grants and other forms of contributions from supporters worldwide. A large number of open source communities, companies and blockchain ecosystems are actively using Dora's infrastructure (http://dorahacks.io) for open source funding and community governance.
See more DoraHacks offers

Job description

We are seeking a proactive, detail-oriented, and highly organized Senior Executive Administrator to provide comprehensive support to our executive leadership team. This position requires exceptional multitasking skills, strategic thinking, and professionalism to handle high-level administrative tasks. Candidates with a legal background are strongly preferred, as you will also assist in reviewing legal documents and coordinating with legal matters. The ideal candidate will thrive in a fast-paced, confidential environment, acting as a reliable partner to the executive team.

Position can be based in China, Hong Kong or Singapore

Key Responsibilities
  • 1. Executive Support
  • Act as the primary point of contact for the executive leader, managing calls, emails, and inquiries on their behalf.
  • Oversee complex calendar management, including scheduling meetings, prioritizing tasks, and coordinating urgent matters.
  • Draft, edit, and prepare executive-level reports, presentations, and correspondence.
  • 2. Meeting and Event Coordination
  • Plan and coordinate high-level meetings, including agenda preparation, note-taking, and follow-up on action items.
  • Organize and manage logistics for company events, conferences, and executive meetings.
  • Assist in planning strategic annual meetings and other key company events.
  • 3. Travel and Expense Management
  • Arrange domestic and international travel, including flights, hotels, visas, and itineraries, ensuring smooth and efficient trips.
  • Handle expense reporting and reimbursement processes accurately and efficiently.
  • 4. Legal and Documentation Support
  • Assist in reviewing, organizing, and managing contracts, agreements, and other legal documents to ensure accuracy and compliance.
  • Collaborate with the legal team to support executive-related legal matters.
  • Maintain confidentiality and ensure proper documentation and filing of sensitive legal and corporate materials.
  • 5. Administrative Optimization
  • Manage and maintain critical company documents, ensuring security and accessibility.
  • Optimize administrative processes to enhance overall efficiency.
  • Monitor and manage procurement of office supplies and resources, ensuring seamless daily operations.
  • 6. Crisis Management and Special Assignments
  • Assist executives in handling urgent or unforeseen situations by providing quick and effective solutions.
  • Support high-priority projects and ensure timely execution of critical tasks.

    • Qualifications
  • Education and Experience
  • Bachelor’s degree in Law, Business Administration, or related field (a Master’s degree is a plus).
  • Minimum of 5 years of experience in an executive assistant or senior administrative role supporting C-suite executives.
  • Demonstrated experience in handling confidential information with discretion.
  • Skills and Competencies
  • Excellent organizational and time management skills, with the ability to prioritize and multitask in a fast-paced environment.
  • Strong verbal and written communication skills, with the ability to prepare executive-level documents.
  • Proficiency in modern office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools
  • Familiarity with legal document review and administrative processes related to legal support.
  • High emotional intelligence and interpersonal skills to effectively build relationships across teams and stakeholders.
  • Problem-solving and adaptability skills to navigate dynamic situations.
  • Preferred Qualifications
  • Legal background or experience with legal document review and compliance.
  • Experience managing international travel arrangements and cross-cultural communication.
  • Familiarity with budget management, expense tracking, and operational planning.
  • Proficiency in Mandarin & English.

    • Required profile

    Experience

    Level of experience: Senior (5-10 years)
    Spoken language(s):
    English
    Check out the description to know which languages are mandatory.

    Hard Skills

    Document ReviewExecutive DevelopmentCalendar ManagementProcess OptimizationCorporate Travel ManagementExpense ReportsProject Management SoftwareBudget Management

    Other Skills

    • Multitasking
    • Organizational Skills
    • Report Writing
    • Intercultural Communication
    • Time Management
    • Communication
    • Problem Solving
    • Social Skills
    Are you interested?

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