Executive Assistant

This is a remote position.

Our client is a global beauty manufacturing company with 18 years of excellence, specializing in full turnkey solutions for skincare, color cosmetics, beauty tools, and product development—from concept to market. With operations across the USA, China, South Korea, and Thailand, the company delivers innovative beauty manufacturing solutions to clients worldwide.

They are seeking an exceptional Executive Assistant to serve as a strategic partner to the President. This role extends far beyond administrative support—you will manage business operations, assist with sales-related tasks, support personal matters, and eventually represent the President in select business situations. This position requires someone highly organized, proactive, and capable of operating with independence across multiple time zones.

• Monitor the President's calendar daily and send timely reminders
  

• Create calendar invites based on instructions received via email, WeChat, or WhatsApp
  

• Coordinate meetings when CC'd on related email threads
  

• Manage scheduling conflicts and prioritize the President's time effectively
  

• Monitor the customer service mailbox (light volume)
  

• Triage, respond, or escalate inquiries as appropriate
  

• Track communications across various sales platforms
  

• Maintain consistent and timely follow-up
  

• Join sales representative recruiting calls
  

• Learn and mirror the President's communication and decision-making style
  

• Eventually conduct independent Zoom calls with prospects
  

• Make outreach calls to new customers to gather initial information
  

• Assist with market research projects
  

• Follow up on customer projects and track timelines
  

• Coordinate with Account Managers/Project Managers on project progress
  

• Send reminders to internal teams to prevent delays
  

• Ensure all customer communications remain organized and up-to-date
  

• Generate customer invoices promptly
  

• Track payments and send reminders when needed
  

• Send NDAs through DocuSign and manage document status
  

• Organize spreadsheets, documents, and business records
  

• Support ad-hoc administrative tasks
  

• Assist the President with evolving business needs
  

• Provide operational support across departments as required
  

• Book, reschedule, or cancel medical appointments
  

• Send monthly rent invoices
  

• Track payments and follow up on outstanding balances
  

• Handle remote personal tasks and ad-hoc requests
  

• AI-savvy (critical): Proficient with ChatGPT, Gemini, and other AI tools
  

• Advanced proficiency in:
  

  • Google Workspace (Gmail, Calendar, Sheets, Docs)
    

  • Microsoft Office Suite
    

  • DocuSign
    

  • Zoom and other video conferencing tools
    

  • WeChat & WhatsApp for business
    

• Quick learner with strong adaptability to new systems
  

• Exceptional organizational skills and ability to manage multiple priorities
  

• Extremely responsive with strong follow-through
  

• Hard-working, self-motivated, and proactive
  

• Professional demeanor and ability to represent leadership
  

• High attention to detail and accuracy
  

• Strong problem-solving skills and ability to anticipate needs
  

• Strong English proficiency (written & verbal) — REQUIRED
  

• Excellent business writing skills
  

• Confident phone presence for clients and vendors
  

• Ability to adopt the President's communication style
  

• High emotional intelligence, discretion, and integrity
  

• Independent working style with strong judgment
  

• Growth mindset and willingness to take on increasing responsibility
  

• Cultural awareness for working with global teams
  

• Submit daily work reports with tasks, pending items, and next-day priorities
  

• Respond to messages within the agreed-upon timeframe (e.g., within 2 hours during business hours)
  

• Maintain 99%+ accuracy in scheduling, invoicing, and documentation
  

• Proactively identify and resolve issues
  

• Provide ongoing suggestions for process improvements
  

The right candidate will:

• Progress from task execution to strategic decision-making
  

• Eventually represent the President in sales calls and meetings
  

• Develop deep industry knowledge in beauty manufacturing
  

• Potentially grow into operations management or business development roles
  

• HMO coverage (eligible locations)
  

• Permanent work-from-home arrangement
  

• Immediate hiring