LinHR’s client, based in Shenzhen, Guangdong, China, is a leader in cross-border e-commerce logistics. With 8 years of growth, they now operate multiple branch offices worldwide, providing customized local services. They maintain partnerships with over 400 freight handlers and 20 major airlines, handling nearly 1,000 international cargo flights annually and moving 20,000 tons of air cargo each year. The company is dedicated to using intelligent logistics solutions to maximize customer value in a rapidly evolving industry.

With their business fast growing in the USA, they are hiring an Executive Assistant in New York. The role provides high-level administrative support to the CEO and manages daily operations to ensure smooth office functioning. This role involves handling a diverse range of administrative tasks, scheduling, correspondence, and office management duties. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks efficiently.

• Salary $90,000 - $120,000 per year

Responsibilities

CEO Support:

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
• Handle phone calls, emails, and correspondence, ensuring timely responses.
• Prepare and edit documents, reports, and presentations.
• Arrange travel itineraries, accommodations, and logistics for business trips.
• Assist with personal errands and tasks as required.

Administrative Support:

• Organize and maintain office files and records, both electronic and paper-based.
• Coordinate internal and external meetings, including preparing agendas and minutes.
• Monitor office supplies and place orders to ensure adequate inventory.
• Assist in preparing and processing expense reports and invoices.
• Manage and track key administrative projects and deadlines.

Office Management:

• Oversee day-to-day office operations to ensure a productive work environment.
• Act as a point of contact for office-related issues and coordinate with facilities management.
• Implement and maintain office policies and procedures to improve efficiency.
• Support the onboarding and training of new staff members.
• Assist in organizing company events, meetings, and conferences.

Communication:

• Serve as a liaison between executives, staff, and external stakeholders.
• Handle sensitive and confidential information with discretion.
• Prepare communication materials, including newsletters, notices, and announcements.

Reporting and Documentation:

• Compile and maintain reports and records related to administrative activities.
• Track and report on key performance metrics and administrative tasks.

Human Resources Support:

• Assist in recruitment processes, such as posting job ads and scheduling interviews.
• Maintain employee records and update personnel information.
• Support the onboarding of new staff.

Budget and Finance:

• Assist in budget preparation and monitoring of expenses.
• Process invoices and handle basic financial transactions.

Data Entry and Record Keeping:

• Enter and update data in relevant systems accurately.
• Maintain records of various activities and transactions.

Policy and Procedure Implementation:

• Ensure compliance with organizational policies and procedures.
• Communicate and enforce relevant regulations to staff.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, or related field (preferred).
• Experience: At least 2 years in an Executive Assistant or Administrative role; experience in supporting senior executives and the logistics/freight forwarding industry is preferred.
• Skills: Strong organizational and multitasking abilities, excellent communication skills, proficiency in office software, and strong problem-solving skills.
• Attributes: Adaptability, and ability to work independently in a remote environment.

Find More Openings at LinHR Consulting Inc.

LinHR is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. Accommodation will be provided in all parts of the hiring process as required under LinHR's Employment Accommodation Policy. Applicants need to make their needs known in advance. 

LinHR is an equal opportunity employer seeking to live its values in all we do. We are committed to taking proactive steps to provide and create opportunities for historically marginalized groups. We seek applicants who will strengthen our commitment to diversity, equality, and inclusion. We strongly encourage qualified candidates from Indigenous, Black and other racialized persons, 2SLGBTQI+ people, individuals with disabilities, and other members of marginalized communities to consider working with and for LinHR. We recognize that structural barriers shape experiences and job qualifications, and therefore we seek to use employment equity to differentiate between candidates who meet the required qualifications. We encourage people to apply even if they feel that the position would be a stretch.