Executive Assistant

Position Summary:

Provide top-level assistance for three (3) Director of Operations. Must be comfortable in a fast-paced environment and able to prioritize, shift focus and manage multiple projects and assignments daily to protect and support the directors’ time; comfortable interacting with clients, scheduling meetings and responding to emails on the directors’ behalf; draft documents and help with any necessary meeting preparation, advanced planning and coordinating all details surrounding the directors’ calendar.

Essential Functions:

• Coordinate virtual and in-person meetings across different time zones.

• Ensure meetings do not overlap and all information is updated/correct.

• Track priorities across the various projects, making sure key deadlines are not missed.

• Assist in managing email flow, prioritizing messages, and ensuring follow-ups happen. Draft and edit correspondence when needed.

• Expense Reporting & Admin Tasks – Track and submit business and personal expenses in an organized manner.

• Book and manage travel – Flights, hotels, ground transportation, restaurant reservations, meeting venues, and any on-the-ground logistics.

• Prepare itineraries – Provide detailed travel agendas that keep everything organized.

• Ensure seamless transitions between locations – Proactively adjust schedules to account for jet lag, time zones, and last-minute changes.

• Coordinate business meetings – Prepare materials, book venues, ensure smooth execution.

• Research & Briefing Preparation – Provide quick, clear summaries on companies, investments, nonprofits, or individuals ahead of meetings.

• Execute Strategic & Personal Projects – Manage or assist with special initiatives in the business, investment, or philanthropic spaces.

• Problem-Solving & Resourcefulness – When unexpected situations arise, figure it out, make it happen, and keep things moving.

Education and Experience:

• Associate’s Degree in Accounting, or related field, or equivalent education and experience.

• Minimum 3 years’ experience in an Accounting or Administrative role in a manufacturing/warehouse environment.

Other Skills and Abilities:

• This is a FULLY ONSITE position; must be able to report onsite daily.

• Ability to work in a multi-cultural environment with multiple languages spoken.

• Excellent organizational skills.

• Detail oriented with strong analytical skills.

• Computer literate in a Windows environment with ADVANCED EXCEL skills.

• Strong written and spoken English skills; bilingual in Mandarin or Spanish preferred.

• Ability to operate independently.

• Ability to maintain confidentiality and handle sensitive information professionally.

Physical Requirements:

• Ability to lift up to 30 pounds occasionally.

• Ability to distinguish between colors.

• Ability to bend, stoop, stand/sit for prolonged periods, move about production and warehouse facilities.