Bilingual Administrative Assistant

Executive Administrative Assistant, to C-VP, MobilePlano, TX (Fully Onsite)12 months Bilingual Language RequirementSummaryProvide administrative, clerical support and personal assistance. Maintain the Executive's itinerary and schedule, and provide communications screening and services.Handle highly confidential and sensitive materials and issues.Function as the travel coordinator.Plan, arrange, schedule, and coordinate domestic and international executive leadership, company and community meetings, travel, accommodations, appointments, meeting materials, and facilities.Maintain inventory of assigned property and equipment.Prepare personnel transaction documents, ensure access to company benefit and communications materials, and function as source to the executive for administrative information, forms, policies, procedures, and records. Process expense reports in a timely manner and ensure accuracy of expense allocations and budgeting.Job ResponsibilitiesPlans, organizes, and prioritizes multiple assignments and projects with minimal or no directionManage scheduling for Executive leaders including resolution of schedule conflicts, schedule prioritization and meeting logistics (location, audio/video, meals, etc.)Frequently deals with external customers at the highest level as well as agencies and possibly media, so must understand the need for professionalismAssists with maintaining continuous executive and industry contactsMaintains the Executive's itinerary and schedule with specific attention to detailIdentifies critical level of communications and the need for the Executive's notificationInterprets and clarifies requests, and assists with required responses and actionPrepares executive level reports, compiles data into comprehensible format, and provides information for the executive's effective community, internal, and company headquarters communicationsPrepares and makes domestic and international travel and accommodation arrangements.Schedules and plans meetings and appointments for the Executive and special visitorsCoordinates and provides VIP visitor accommodations, special travel needs, and hotel arrangementsObtains detail direction from dispatchers and other executivesSchedules executive conference rooms, maintains conference room equipment, and provides materials and suppliesCoordinates executive meetings and schedules with internal leadership via executive admin staffPerforms word processing and prepares presentations, spreadsheets, correspondence, contracts, internal memos, expense and status reports, etc.Establishes executive level documentation standards and creates templates and styles to be usedMaintains network access, applications, and printing, and resolves network difficulties for the chief executiveAids in maintaining good relations between Executive and employees as well as customers by ensuring thank you notes are sent, flowers by policy are sent and other actions as necessary.Project/Committee involvement as neededHandles various works such as managing office supplies, organizing department events, maintaining the offices, and many others that are associated with general affairsPreparing meeting agendas, distributing materials, and ensuring meeting/workshop logistics are handled efficiently.Assisting with the planning and execution of events, both internal and external as neededSkills/QualificationsBachelor degree with at least 5 years of EA experience supporting VP level executives and staffExperience developing executive presentations using a variety of PC applications, including word processing, spreadsheet graphs and tables, PowerPointAbility to develop and maintain excellent working relationships with all appropriate executive levels within the company, the local community, and with critical industry contactsAbility to communicate both verbal and written for internal and external personnel at all levelsAbility to read, write, prepare, and interpret executive materials, presentations, contracts, or related documentsHandle highly confidential and sensitive materials and issuesExcellent written and oral communicationProficiency in speaking, reading, and writing in Korean requiredEducation and Years of Experience:Bachelor degree with at least 5 years of EA experience supporting VP level executives and staffTop Skills:Executive schedule managementStrong executive level communication (bilingual)Travel & expense management.Beeline Job DescriptionSummary:The main function of an executive administrative assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical executive administrative assistant acts as an information and communication manager for an executive and their teams.Job Responsibilities:Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.Review and approve invoices, reports, memos, letters, financial statements, and other documents.Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.Prepare agendas and make arrangements for committee, board and other meetings.Make arrangements for travel, planning meetings, etc.Submission of travel and other expense sheets for the supported leaders as well other administrative submissions needed like IT requestsRespond to requests that come in for items like periodic organizational chart updates, seating charts, etc,Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactivelyAssist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access if neededTriage and do basic troubleshooting for hardware. Software and phone issues. office supply management, and other general office management functionsLiaison with customer and internal exec levelDevelop and maintain cross divisional relationships with other admin assistantsHandle adhoc admin duties as they ariseSkills:Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.Expert ability to work independently and manage ones time.Expert ability to keep information organized and confidential.Expert ability in event planning, budgeting, etc.Build relationships across teams, offering help and welcoming ideas from others to drive work forward in an inclusive mannerPrevious experience with computer applications, such as Microsoft Word, Excel and PowerPoint.(OPTIONAL) Bilingual in Korean and EnglishEducation/Experience:2 year degree or equivalent work experience5-7 years' experience required.Experience working with executives mandatory

Created: 2026-05-09