Job Description
This position is responsible for providing comprehensive administrative support to the founder of a dynamic startup. The ideal candidate will manage daily operations, coordinate travel logistics, and maintain organized records to ensure smooth business functioning. Key duties include handling internal and external stakeholder relationships, facilitating critical company meetings, and managing ad-hoc tasks with flexibility and professionalism. The role requires a proactive approach to problem-solving, attention to detail, and the ability to prioritize multiple responsibilities simultaneously.
Key Responsibilities
- Manage the founder's calendar, including scheduling meetings, coordinating travel itineraries, and organizing daily administrative tasks such as document management, email correspondence, and procurement processes.
- Act as the primary liaison between internal teams and external partners, ensuring effective communication and alignment across all stakeholder groups.
- Prepare and organize agendas for high-impact company meetings, facilitate discussions, and document meeting minutes with clarity and precision.
- Handle a variety of temporary tasks as required, including but not limited to data entry, file organization, and administrative coordination, while maintaining a high standard of accuracy and efficiency.
- Support the founder in maintaining a professional image through meticulous attention to detail in all administrative functions and timely execution of tasks.
- Collaborate with cross-functional teams to ensure seamless workflow and operational excellence in a fast-paced startup environment.
- Monitor and update company records, ensuring all documentation is current, accessible, and compliant with organizational standards.
- Provide assistance in managing vendor relationships, negotiating contracts, and coordinating logistics for business events and meetings.
Job Requirements
- Minimum of a bachelor's degree in business administration, management, or a related field with a proven track record in administrative support roles.
- Excellent organizational skills with the ability to manage multiple priorities and deadlines in a high-pressure environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools for document creation, data analysis, and communication management.
- Strong interpersonal skills to effectively interact with diverse stakeholders, including executives, clients, and external partners.
- Ability to create and maintain detailed records, ensuring accuracy and confidentiality in all administrative tasks.
- Experience in coordinating travel arrangements, including booking flights, hotels, and transportation, with a focus on cost-effectiveness and timely execution.
- Excellent written and verbal communication skills to draft professional correspondence, prepare meeting materials, and document key decisions effectively.
- Proficiency in scheduling and time management tools to optimize calendar efficiency and minimize conflicts.
- Ability to adapt to changing priorities and handle unexpected tasks with flexibility and initiative.
- Strong attention to detail to ensure all administrative functions are executed with precision and professionalism.
- Experience in managing vendor relationships and negotiating contracts to support business operations.
- Excellent problem-solving skills to address administrative challenges and provide timely solutions to stakeholders.
- Ability to work independently while maintaining open communication with the founder and team members.
- Proficiency in multiple languages (English, Mandarin, etc.) is a plus for international business coordination.
- Minimum of 2 years of experience in administrative support or a similar role within a startup or corporate environment.
- Knowledge of project management methodologies to support the founder's strategic initiatives and operational goals.
- Ability to maintain confidentiality and discretion in handling sensitive information and business matters.
- Strong computer skills with familiarity in CRM software and other business management tools for efficient task execution.
- Excellent time management abilities to balance routine administrative tasks with urgent project requirements.
- Ability to provide exceptional customer service to internal and external stakeholders while maintaining a professional demeanor.
