Office Assistant

Position Summary

The Office Assistant provides comprehensive administrative and project coordination support to the Vice President. This position manages approval workflows, meetings, business travel, expense reimbursements, schedules, and important follow-up items.

The ideal candidate understands project-based work, communicates effectively with different departments, and can independently coordinate administrative tasks from initial request through completion.

Key Responsibilities

• Assist the Vice President with reviewing, organizing, tracking, and following up on approval requests.
• Collect required information and supporting documents from project teams and departments before submitting items for approval.
• Maintain an approval tracker and notify the Vice President of urgent, overdue, or incomplete requests.
• Manage the Vice President’s calendar and coordinate internal and external appointments.
• Create meetings, send calendar invitations, reserve conference rooms, and arrange virtual meeting links.
• Coordinate meeting availability with attendees and promptly communicate scheduling changes.
• Prepare meeting agendas, presentation materials, supporting documents, and action-item lists.
• Record meeting notes and follow up with responsible parties on assigned tasks when requested.
• Arrange domestic and international business travel, including flights, hotels, ground transportation, and other reservations.
• Prepare detailed travel itineraries containing confirmation numbers, addresses, schedules, contact information, and other important travel details.
• Coordinate changes, cancellations, and urgent travel arrangements.
• Ensure that travel arrangements comply with Company policies and approved budgets.
• Process employee expense reimbursements and verify that receipts, approval records, and required forms are complete.
• Coordinate with Finance to resolve reimbursement questions or missing documentation.
• Provide timely reminders regarding meetings, travel schedules, approval deadlines, project milestones, and other important matters.
• Communicate with project managers, employees, vendors, clients, and other internal or external contacts.
• Organize electronic records, approval documents, expense files, travel records, and project-related correspondence.
• Provide general administrative and office support as assigned.

Qualifications

• Associate or bachelor’s degree in business administration, project management, or a related field preferred.
• Previous experience in office administration, executive support, project coordination, travel coordination, or a similar role.
• Basic understanding of project workflows, approval processes, schedules, and document coordination.
• Experience arranging meetings, booking business travel, preparing itineraries, and processing expense reimbursements.
• Strong organizational, communication, scheduling, and follow-up skills.
• Ability to manage multiple priorities and respond to time-sensitive requests.
• Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, and Teams.
• Experience with ERP systems, WeCom, travel-booking platforms, or project management systems is preferred.
• Strong attention to detail and the ability to handle confidential information professionally.
• Bilingual proficiency in English and Chinese is preferred.

Pay: $25.00 - $30.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Paid time off
• Retirement plan

Work Location: In person