Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to the CEO to support executive operations and ensure the smooth execution of business activities across sales, operations, finance, and administration.

This role requires strong attention to detail, excellent communication skills, and the ability to coordinate with both U.S. and China-based teams. The Executive Assistant will play a key role in supporting customer orders, internal operations, financial documentation, logistics coordination, and executive scheduling.

Key Responsibilities

Executive Support

• Provide daily administrative support to the CEO, including calendar management, meeting scheduling, and event coordination.
• Assist the CEO with operational follow-ups and project coordination to ensure key initiatives are executed effectively.
• Perform additional tasks and special projects as assigned by the CEO to support company growth.

Client Order Coordination

• Monitor and communicate the progress of key client orders handled by CEO, ensuring smooth operations and timely responses to customer needs.
• Coordinate with internal teams to resolve issues related to production, shipping, and order delivery.
• Support the CEO and sales team with order tracking and client communication when necessary.

Financial & Bookkeeping Support

• Issue client invoices through QuickBooks and maintain accurate financial records.
• Assist with company bookkeeping tasks, ensuring proper documentation of financial transactions.
• Prepare and organize tax-related financial data and support the company’s tax filing process.

Operations & Sales Support

• Liaise with the China-based operations team to support the U.S. sales team, including but not limited to:
• Assisting with packaging solutions and quotations
• Receiving and processing incoming shipments
• Preparing, documenting, and sending product samples
• Taking sample photos and videos for internal and client use
• Recording sample specifications and product details
• Identifying post-printing and finishing requirements

Logistics & Shipment Coordination

• Coordinate with freight forwarders and logistics partners to manage shipments.
• Monitor shipment progress and assist with exception handling or delays.
• Support internal teams with shipping documentation and coordination.

Trade Show & Marketing Coordination

Plan and coordinate the company’s participation in trade shows and industry events, including:

• Preparing samples and marketing materials
• Coordinating booth setup
• Arranging travel and accommodations
• Tracking and auditing event-related expenses to ensure compliance with company policies.

Office & Facility Management

• Procure office furniture, equipment, stationery, and sample displays.
• Coordinate office decoration, upgrades, cleaning services, and security management.
• Ensure the office environment remains organized, functional, and professional.

Digital & Administrative Support

• Maintain and update the company website and social media platforms.
• Assist the HR manager with employee onboarding procedures.
• Support internal documentation, file management, and company records.

Qualifications

• Bachelor’s degree in Business Administration, Operations, Finance, or related field preferred.
• 3+ years of experience in Executive Assistant, Operations Coordinator, or Administrative roles.
• Experience working in international business environments is a plus.
• Familiarity with QuickBooks or accounting software preferred.
• Strong organizational and multitasking abilities.
• Excellent communication skills in English (Chinese/Mandarin is a plus).
• Proficiency in Google Workspace, Microsoft Office, and online collaboration tools.

Key Skills

• Executive coordination
• Operations management
• Logistics & supply chain coordination
• Financial documentation & bookkeeping
• Cross-border team communication
• Trade show planning
• Administrative management

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Pay: $71,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person