Job Title: Executive Assistant / Bilingual (Chinese) Translator

We are seeking a highly organized and proactive Executive Assistant with bilingual proficiency in Chinese and English. The ideal candidate will provide comprehensive administrative support to our executive team and manage translation tasks to facilitate smooth communication between our international partners and the company.

Administrative Support:

• Calendar Management: Schedule and coordinate executive meetings, appointments, and events. Ensure the executive's calendar is up-to-date and conflicts are resolved promptly.
• Travel Arrangements: Organize travel logistics including flights, accommodations, and transportation. Prepare detailed itineraries and handle travel-related issues.
• Correspondence Management: Draft, proofread, and send professional emails, letters, and other communications on behalf of the executives.
• Meeting Preparation: Prepare meeting agendas, take detailed minutes, and follow up on action items. Ensure all meeting materials are prepared and distributed.
• Document Management: Maintain and organize physical and digital files, ensuring confidentiality and ease of access.
• Office Management: Oversee office supplies, manage relationships with vendors, and handle other administrative tasks to ensure smooth office operations.
• Project Coordination: Assist in tracking and managing various projects, ensuring deadlines are met and project goals are achieved.

Translation Services:

• Document Translation: Translate documents, including reports, contracts, and presentations, between Chinese and English, ensuring accuracy and clarity.
• Real-Time Interpretation: Provide interpretation services during meetings, calls, or conferences, facilitating clear communication between parties.
• Cultural Adaptation: Ensure translations are culturally appropriate and contextually relevant, adapting content as necessary.
• Proofreading: Review translated materials for accuracy, consistency, and quality.
• Language Support: Offer language support to Chinese-speaking clients or partners and address any language-related queries.

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• Education: Bachelor’s degree or equivalent experience in business administration, translation, or a related field.
• Language Proficiency: Native or near-native proficiency in both Chinese and English, with strong translation and interpretation skills.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software. Familiarity with translation tools is a plus.
• Communication Skills: Excellent written and verbal communication skills in both Chinese and English.
• Organizational Skills: Strong organizational and time-management abilities, with a keen attention to detail.
• Confidentiality: Ability to handle sensitive information with discretion and professionalism.
• Problem-Solving: Demonstrated ability to address and resolve issues proactively.

Personal Attributes:

• Proactive: Anticipates needs and takes initiative to address them.
• Adaptable: Capable of handling a variety of tasks and adjusting to changing priorities.
• Detail-Oriented: Focused on accuracy and quality in all tasks and communications.
• Professionalism: Maintains a high standard of professionalism in all interactions.

Education and Experience:

• Education: Bachelor’s degree in Business Administration, International Relations, Translation, or a related field.

Language Skills:

• Proficiency:
• Native or near-native proficiency in both Chinese (Mandarin/Cantonese) and English.
• Excellent translation and interpretation skills, with the ability to convey complex concepts accurately and clearly in both languages.
• Cultural Understanding:
• Deep understanding of cultural nuances and differences between Chinese and Western business practices.

Technical Skills:

• Software Proficiency:
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software and tools (e.g., project management systems, CRM software).
• Experience with translation tools or software is a plus.

Administrative Skills:

• Organizational Abilities:
• Strong organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Attention to Detail:
• Exceptional attention to detail in both administrative and translation tasks, ensuring accuracy and completeness.
• Communication Skills:
• Excellent written and verbal communication skills in both Chinese and English, with the ability to draft and proofread professional correspondence.

Personal Attributes:

• Confidentiality:
• Ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Proactive Attitude:
• Demonstrates initiative and anticipates the needs of executives, addressing issues before they arise.
• Adaptability:
• Flexible and able to adjust to changing priorities and demands in a fast-paced environment.
• Problem-Solving Skills:
• Strong problem-solving abilities with a proactive approach to overcoming challenges.

Additional Skills:

• Interpersonal Skills:
• Strong interpersonal skills with the ability to build and maintain professional relationships with internal and external stakeholders.
• Project Management:
• Experience in coordinating projects and managing deadlines effectively.
• Customer Service:
• Ability to provide high-quality service and support to executives and clients, including those who are Chinese-speaking.

Certifications (if applicable):

• Translation/Interpretation Certification:
• Certification in translation or interpretation (e.g., ATA certification, CIOL Diploma) is a plus but not required.