Executive Administrative Assistant

We're looking for a proactive, resourceful, and highly service-oriented Administrative Assistant to support our Bay Area operations. In this role, you will be the heartbeat of our local workplace—ensuring seamless daily operations, supporting executive schedules, and cultivating a creative, inspiring office culture. You will partner closely with our global administration team to bring our workplace standards and values to life in the US market.

Key Responsibilities

• Office Operations & Experience: Manage daily office operations, vendor relationships, and facility maintenance. Create a high-quality, welcoming workplace experience that reflects our brand and culture.
• Executive & Team Support: Provide comprehensive administrative support to regional leadership, including calendar management, complex travel arrangements, meeting coordination, and expense reporting.
• Event & Culture Planning: Plan and execute internal events, team-building activities, office celebrations, and executive visits to foster employee engagement and community.
• Local Resource Coordination: Leverage your strong Bay Area network to source vendors, venues, and services. Negotiate contracts and ensure cost-effective, high-quality solutions.
• Cross-Functional Collaboration: Act as the primary liaison between the Bay Area office and global headquarters, ensuring smooth communication, policy alignment, and project execution.
• Process Improvement: Identify opportunities to streamline office workflows, implement best practices, and enhance operational efficiency.

Qualifications

• Bachelor's degree preferred. Equivalent relevant experience will be strongly considered.
• 1 year of experience in an administrative, event management, executive assistant, preferably in a tech, internet, or fast-paced startup environment.
• Communication & Culture: English speaker with exceptional written and verbal communication skills. Deep understanding of US workplace culture, business etiquette, and cross-functional communication. Mandarin proficiency is a strong plus.
• Resourcefulness & Network: Strong local network within the Bay Area tech and business ecosystem. Proven ability to solve problems creatively, manage multiple priorities, and deliver results under tight deadlines.
• Aesthetic & Workplace Sense: Strong aesthetic sense with an eye for design, spatial experience, and event styling. Passionate about creating functional, inspiring, and visually cohesive environments.
• Driving & Mobility: Valid California driver's license with a clean driving record. Comfortable running errands, managing logistics, and occasionally providing transportation support.
• Mindset & Soft Skills: Highly organized, proactive, and detail-oriented. Strong interpersonal skills with a service-oriented, altruistic mindset. Ability to maintain strict confidentiality and handle sensitive information with discretion.
• Advanced proficiency in Google Workspace, MS Office, Slack, Zoom, and travel/expense management platforms (e.g., Concur, TripActions).