Responsibilities
CEO Office Support:
- Assist and support the EA in compiling and distributing materials for Board meetings; prepare meeting minutes.
- Assist EA with CEO’s tasks and calendar management.
- Coordinate meetings, travel for CEO and leadership team.
- Manage expense reimbursements for the CEO.
- Maintain CEO’s office files (electronic and hard copy).
Office Admin:
- Manage office/event supply orders and credit card transaction records.
- Prepare for in-person meetings with visitors.
- Oversee the Common Calendar (staff leave, events, room reservations) and confirm/send holiday schedule reminders.
Staff & Team Management:
- Schedule part-time staff work hours and coordinate Receptionist shifts with all departments.
- Handle onboarding/offboarding tasks (extensions, email, IDs, entry passes).
- Update staff extension sheet, contact list, and attendance records.
General Support:
- Assist with Institute-wide initiatives, special projects, and staff activities.
- Support the Assistant Director of Operations with space rental contracts and related details.
- Perform other assignments as needed.
Qualifications
- Bachelor’s degree with working experience
- Self-starter with strong organizational, writing, and interpersonal skills; able to manage multiple priorities.
- Excellent communication abilities; works well with all levels of management, staff, clients, and vendors.
- Maintains confidentiality, exercises discretion, and responds quickly to inquiries with thorough follow-through.
- Proactive and autonomous, demonstrating initiative without close supervision.
- Experienced in providing administrative support to executives, preferably in nonprofit settings; proficient in Microsoft Word, Excel, and PowerPoint.
- Knowledge of Chinese (reading/writing) is a plus.
To Apply:
Please send a resume and cover letter to hr@chinainstitute.org. No phone calls please.
