Executive Assistant

The Shanghai Executive Assistant serves as a trusted advisor to executives, facilitating the smooth execution of the organization’s vision, strategy, and operations. This role primarily focuses on high-level executive support, including calendar and travel management, expenses, and coordination with media and events.
Beyond executive support, the role also involves Shanghai office management and administrative assistance to maintain efficiency within the team and act as a key point of contact between senior leadership and internal and external stakeholders, driving cross-functional collaboration and solving complex issues.
The ideal candidate needs to be highly discreet, organized, and proactive, with the ability to multitask and manage schedules, priorities, and tasks efficiently in a fast-paced environment.

AREAS OF RESPONSIBILITY
Executive & Strategic Support

• Proactive scheduling and strategic calendar planning to align with evolving priorities
• Liaise with Project Managers to surface key project milestones and deadlines
• Day-to-day management of meetings, agendas, and time blocks
• Coordinate PR, media, and external communication commitments, including briefing materials
• Manage complex travel itineraries, visas, and accommodations
• Track and process reimbursements and manage expense reporting

Administrative & Financial Coordination

• Submit and monitor internal and external payment applications
• Collect, verify, and file invoices and fapiaos
• Ensure accuracy in vendor invoice review
• Assist with required administrative documentation and compliance processes

Team & Workplace Experience Oversight

• BIG SHA Workspace Tidiness
• Office Supplies and IT needs
• Coordinate new SHAster Welcome Pack (Buddy, desk plant, seating, IT coordination)
• Coordinate bi-yearly BIG SHA Team Dinners
• Coordinate Celebrations (special celebrations as round bday, wedding, baby, promotion, etc.)
• Handling Courier (all outgoing)

Studio Operations & Leadership Coordination

• Maintain and update studio-wide project calendars with critical milestones
• Support the coordination and follow-up of BIG SHA leadership meetings
• Track team holidays and leaves in coordination with PMs to ensure operational coverage

CORE COMPETENCIES REQUIRED:

• The role requires strong organizational skills, with the ability to manage complex schedules, budgets, and multiple tasks simultaneously.
• Excellent communication skills, acting as a key point of contact between leadership, employees, and external stakeholders.
• Ability to multitask, work efficiently under pressure, and adapt to fast-paced decisions in rapidly changing environments.
• Self-motivated and proactive, able to complete tasks with a sense of urgency while remaining calm and professional under pressure.
• Flexible with working hours and thrives in a dynamic, creative environment with diverse personalities.
• Fluent in English and Chinese.
• Minimum of three (3) years of experience as an executive assistant, personal assistant, office assistant, administrative assistant, or in a similar coordinator role.
• Highly discreet, with a strong understanding of confidentiality in an executive support role.

How to Apply
Please send your application as a single PDF to: [email protected]
Indicate your name and the position you’re applying for in the subject line.

• For the Executive Assistant position: please include a resume and cover letter.

We’re eager to welcome our new colleague as soon as possible. Interviews will be conducted on a rolling basis, and the listing will be removed once the position is filled.