The Grapevine Agency

Executive Assistant for CEO  of multi-faceted business firm specializing in several business areas seeks a Mandarin speaking Executive Assistant  The Executive Assistant provides provide high-level administrative support to the Managing Executive Assistant and Chairman & CEO of the Company, including, but not limited to, handling telephone calls, preparing correspondence, searching the Internet for data, logging information and maintaining files, coordinating events, and fulfilling daily administrative tasks.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Provide telephone and administrative support to the Managing Executive Assistant.
Prepare correspondence by taking dictation and/or transcribing notes from the Managing
Executive Assistant and Chairman & CEO.
Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and
other documents for senior staff.
Coordinate all Company-sponsored events (e.g., Company Picnic, Holiday Party), and
various luncheons.
Receive incoming communication or memos on behalf of senior staff, reviews contents,
determines importance, and summarizes and/or distributes contents to appropriate staff.
Perform office tasks including maintaining records, ordering supplies, and performing basic
Maintain databases and filing systems (both electronic and paper).
Coordinate the logging, distribution retention and filing of Internal Recommendation and/or
Authorizations (IRAs).
Manage reservation system for all 9th and 10th floor conference rooms.
Process invoices and statements for expenses pertaining to the President’s Office.
Exercise discretion and maintain a high degree of confidentiality in handling the many
transactions within the President’s Office. Apply attention to detail and thoroughness in
fulfilling responsibilities.
Assist with special projects as assigned by executives.
This position may train junior administrative support staff in the department.

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