Executive Assistant - APAC (External)

As an Executive Assistant in the APAC region for our innovative client, your responsibilities will include prioritizing meetings, creating pre-reads for discussions, and ensuring that executives have dedicated time for focused work as well as personal time. You'll also assist in supporting the creation of presentations and managing various ad-hoc strategic projects as needed.

To be eligible for the Executive Assistant role in APAC, candidates should be highly organized and detail-oriented, with experience working alongside senior executives in fast-paced settings. A strong executive presence is essential, and candidates must also be fluent in Mandarin to facilitate effective communication with executives and partners across the region.

As an Executive Assistant at this pioneering company, you can expect a dynamic work environment that encourages growth and initiative. You will have the freedom to shape your role while working alongside innovative leaders to make AI a public good. The company promotes a self-directed culture that values contributions to its mission.

Yes, a flexible schedule is crucial for the Executive Assistant position in APAC, as you'll be supporting executives who frequently travel globally. The ability to adapt your availability to meet the demands of the executives’ schedules will be key to your success in this role.

Valuable traits for an Executive Assistant in APAC include meticulous attention to detail, strong organizational skills, and the ability to interact confidently with senior leaders. Furthermore, being approachable and proactive in managing tasks will help create a supportive atmosphere for the executives you assist.

When prioritizing tasks as an Executive Assistant, I consider the urgency and importance of each task. I often communicate with the executive to understand their preferences and business needs, allowing me to create a priority list that reflects both immediate and long-term goals.

Absolutely! In my previous role, I once managed a senior executive's schedule during a critical product launch. By clustering meetings around key themes and allocating blocks of time for focused work, I ensured their time was used efficiently, allowing them to perform optimally during a high-pressure period.

I handle last-minute changes by remaining calm and flexible, quickly reassessing priorities. I reach out to involved parties, communicate changes, and adjust the schedule in real-time, ensuring that the executive is prepared and informed of any updates.

I use various tools for scheduling management, such as Google Calendar and project management software like Trello or Asana. These applications help me keep track of meetings and deadlines, collaborating efficiently with team members and executives.

In my previous role, I regularly supported executives in creating presentations by gathering necessary data, drafting outlines, and ensuring visual consistency. I focused on making sure that the presentations conveyed the intended message clearly and effectively.

Communication with senior leadership is crucial in my role as an Executive Assistant. It fosters collaboration and ensures that I have the context required to manage schedules effectively. Keeping lines of communication open allows me to anticipate needs and provide proactive support.

Effective meeting preparation involves collecting relevant background information, setting clear objectives, and preparing pre-reads for attendees. I also ensure that all necessary materials are organized and available ahead of time to facilitate meaningful discussions.

Maintaining confidentiality is paramount in my role. I ensure that sensitive information is only accessible to authorized individuals and avoid discussing confidential matters outside professional contexts. This builds trust with the executives I support.

The most challenging aspect can often be managing competing priorities while maintaining a sense of calm and order. It is essential to remain adaptable and organized, effectively juggling multiple tasks without compromising the quality of support provided.

To ensure a proper work-life balance for the executive, I make it a priority to schedule downtime into their calendar, blocking off personal time and heads-down work periods. This helps them recharge and maintain their productivity over time.