Job Description

We are looking for a dynamic, and energetic individual to join our Company as Executive Assistant. The Executive Assistant is responsible for managing Chairman's business projects, schedules and communications.

The ideal Executive Assistant

is a proactive problem solver with outstanding communication skills and a keen eye for detail. He/she should bring experience in office environments, demonstrating competence in administrative tasks and providing reliable support to managers. Given the fast-paced and ever-evolving nature of the executive landscape, this role requires a high degree of flexibility, discretion, and consistency, particularly when handling confidential information and high-level operations.

General Responsibilities

Manage Chairman's calendar, inbox, and meeting materials; deliver minutes and action items within 24 hours post-meeting, and log them into the system. Maintain Asana boards (Backlog / This Week / Doing / Blocked / Done) and follow up on cross-functional tasks. Coordinate purchasing processes (ordering, delivery, inspection, FAT, logistics, customs clearance) and organize supplier documentation. Liaise with Legal for contract review (NDA, MPA, service agreements); maintain a ledger of contracts and payment milestones. Coordinate permit and site selection documentation (checklists, submission/approval timelines, external consultants and government contacts). Manage invoices, expenses, and reimbursements; support Finance in periodic reconciliations. Drive brand and website launch (domain, hosting, content, launch timeline). Build and maintain contact directories (vendors, consultants, lawyers, government) with proper access and permission controls. Deliver a one-page weekly report: key milestones, top 3 risks, and 3 mitigation actions. Complete a handover package before end of tenure (systems, trackers, templates, key relationships); provide overlap support for US-based EA (2-month transition).

Job Experience & Requirements

Degree in related field. 6 years in Executive Assistant, Operations Coordination, or Project Support roles Expert level written and verbal communication skills in both English and Chinese Comfortable with NDA/confidentiality obligations, access controls, and PDPA data policies Proficient in Google Workspace, Slack/Zoom, Asana (or similar project management tools), Excel/Google Sheets Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail Strong execution and follow-through, time management, clear written communication; able to identify risks and challenge decisions constructively Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners Demonstrated proactive approaches to problem-solving with strong decision-making capability Available for at least 2 evening sessions per week (to support meetings with North America / Alberta) * Preferred to have a driving licence