Assistant to the CEO

Job description

About the Role We are looking for an Executive Assistant to act as a strategic right hand to our CEO. This is not a typical administrative position. Beyond handling calendar management and travel coordination in a fast-paced, chaotic environment, you will play an active role in research, analysis, and shaping the organization, as well as act as an "all round" aide to the CEO. We need a clear-thinking, proactive problem solver who can jump right in without needing hand-holding. You will analyze data, build reports, identify operational gaps, and bring solutions to the table before issues arise. Key Responsibilities 1. Executive Operations & Gatekeeping Act as the primary point of contact and buffer for the CEO, managing internal and external communications with tact and judgment. Maintain complete situational awareness of the CEO’s priorities, deadlines, and ongoing projects. Manage complex, fluid calendars across multiple time zones, adjusting dynamically to continuous travel schedule changes. Handle international travel arrangements, itineraries, paperwork, and logistics. 2. Data Analysis & Business Intelligence Gather data across departments to create clear, actionable executive reports, dashboards, and presentations. Continuously audit workflows and metrics to identify gaps, inefficiencies, and areas for process improvement. Conduct research and synthesize complex information into quick, digestible briefs for decision-making. Perform analysis using LLMs, spreadsheets, your own critical thinking & research. 3. Financial & Administrative Support Assist with financial tracking, expense management, budget auditing, and financial reporting. Monitor key financial indicators and track cross-departmental deliverables to ensure projects remain on budget and on schedule. Handle confidential business and financial information with high discretion. 4. Aide & Personal Support Making bookings, find service providers online and in person Requirements & Qualifications Turnkey Capability: Proven experience as an Executive Assistant, Chief Of Staff, Business Operations Manager, or Strategic Coordinator. You can drop into a fast-moving environment on Day 1 without requiring extensive training. High IQ & Analytical Thinking: Exceptional logic and problem-solving ability. You don't just report data; you understand what the numbers mean and recommend action. Proactive & Autonomous: You anticipate needs before they are voiced and actively look for ways to lighten the CEO's operational load. Chaos Tolerance: High adaptability, mental resilience, and composure in fast-changing, high-pressure environments. Financial Literacy: Comfort with numbers, spreadsheets, financial statements, and basic business finance principles. Time Zone Agility: Willingness and technical setup to work evening/night shifts as needed. Some work may be required to be performed in the afternoon, some at night time. Tech Savvy: Advanced proficiency in modern workspace tools (e.g., Claude, Notion, Slack, Google Workspace, Excel/Google Sheets, project management platforms). Language skills: Ability to speak English fluently, preferred knowledge of both Cantonese and Mandarin as well. Willingness to Travel: Certain work or tasks may be required to be performed physically in Hong Kong or Shenzhen on occasion. Yau are allowed to live and work anywhere in Hong Kong or Guangdong Province for this role. About the Role We are looking for an Executive Assistant to act as a strategic right hand to our CEO. This is not a typical administrative position. Beyond handling calendar management and travel coordination in a fast-paced, chaotic environment, you will play an active role in research, analysis, and shaping the organization, as well as act as an "all round" aide to the CEO. We need a clear-thinking, proactive problem solver who can jump right in without needing hand-holding. You will analyze data, build reports, identify operational gaps, and bring solutions to the table before issues arise. Key Responsibilities 1. Executive Operations & Gatekeeping Act as the primary point of contact and buffer for the CEO, managing internal and external communications with tact and judgment. Maintain complete situational awareness of the CEO’s priorities, deadlines, and ongoing projects. Manage complex, fluid calendars across multiple time zones, adjusting dynamically to continuous travel schedule changes. Handle international travel arrangements, itineraries, paperwork, and logistics. 2. Data Analysis & Business Intelligence Gather data across departments to create clear, actionable executive reports, dashboards, and presentations. Continuously audit workflows and metrics to identify gaps, inefficiencies, and areas for process improvement. Conduct research and synthesize complex information into quick, digestible briefs for decision-making. Perform analysis using LLMs, spreadsheets, your own critical thinking & research. 3. Financial & Administrative Support Assist with financial tracking, expense management, budget auditing, and financial reporting. Monitor key financial indicators and track cross-departmental deliverables to ensure projects remain on budget and on schedule. Handle confidential business and financial information with high discretion. 4. Aide & Personal Support Making bookings, find service providers online and in person Requirements & Qualifications Turnkey Capability: Proven experience as an Executive Assistant, Chief Of Staff, Business Operations Manager, or Strategic Coordinator. You can drop into a fast-moving environment on Day 1 without requiring extensive training. High IQ & Analytical Thinking: Exceptional logic and problem-solving ability. You don't just report data; you understand what the numbers mean and recommend action. Proactive & Autonomous: You anticipate needs before they are voiced and actively look for ways to lighten the CEO's operational load. Chaos Tolerance: High adaptability, mental resilience, and composure in fast-changing, high-pressure environments. Financial Literacy: Comfort with numbers, spreadsheets, financial statements, and basic business finance principles. Time Zone Agility: Willingness and technical setup to work evening/night shifts as needed. Some work may be required to be performed in the afternoon, some at night time. Tech Savvy: Advanced proficiency in modern workspace tools (e.g., Claude, Notion, Slack, Google Workspace, Excel/Google Sheets, project management platforms). Language skills: Ability to speak English fluently, preferred knowledge of both Cantonese and Mandarin as well. Willingness to Travel: Certain work or tasks may be required to be performed physically in Hong Kong or Shenzhen on occasion. Yau are allowed to live and work anywhere in Hong Kong or Guangdong Province for this role.