Executive Assistant

What You’ll Do

• Calendar and priority management: build and maintain a clean calendar architecture (focus blocks, meeting buffers, time zone coordination, and prep windows). Enforce prioritization and say no on behalf of the executive when needed.
• Meeting design and execution: confirm objectives, circulate agendas in advance, ensure the right attendees, and drive preparation. Capture decisions, owners, and deadlines. Follow up until closure.
• Executive communications: draft and polish emails, memos, and internal announcements. Maintain a consistent voice and ensure accuracy. Handle inbound requests and triage quickly.
• Information management: maintain lightweight but reliable systems for documents, approvals, contacts, and key reference materials. Build templates for recurring workflows.
• Stakeholder coordination: schedule and host external meetings with partners and customers. Prepare briefing packs and ensure the executive has full context.
• Travel and logistics: manage travel end-to-end (flights, hotels, ground transport, visa support as needed). Create trip agendas and handle changes in real time.
• On-site office coordination: coordinate key office logistics that directly impact executive productivity (meeting rooms, AV readiness, visitor access, supplies).
• Project support: support cross-functional initiatives (fundraising logistics, vendor selection, recruiting coordination, board pack assembly). Track action items across teams and ensure deadlines are met.
• Confidentiality and judgment: handle sensitive HR, legal, and investor-related topics with discretion and appropriate access controls.
• Continuous improvement: identify recurring friction and propose operational fixes. Build simple SOPs to reduce executive overhead.

You’ll Thrive Here if You

• Native or bilingual proficiency in English; Chinese speaking and reading skills are sufficient.
• 5+ years of experience as an Executive Assistant, Chief of Staff, or senior admin role supporting executives in a fast-paced environment.
• Exceptional calendar management and prioritization skills. Demonstrated ability to manage conflicting priorities and protect executive focus.
• Strong written communication in English and Mandarin (business-level fluency). Able to draft polished emails, internal documents, and external presentations/messaging, if needed.
• High ownership and reliability. You follow through, close loops, and proactively flag risks before they become issues.
• Strong discretion and professional judgment with confidential information.
• Operational excellence: comfortable building lightweight systems (templates, trackers, SOPs) and keeping them maintained.
• Comfortable working with ambiguity and frequent change. You stay calm, organized, and effective under pressure.
• Proficiency with modern productivity tools (Google Workspace or Microsoft 365, Slack, Notion or Confluence, project trackers).

Bonus Qualifications

• Experience in technology, data centers, semiconductors, cloud infrastructure, or enterprise B2B environments.
• Experience supporting fundraising, board operations, or investor relations logistics.
• Comfortable using AI tools to accelerate drafting, summarization, scheduling, and workflow automation (with strong judgment and confidentiality).
• Experience coordinating international travel and multi-time-zone stakeholder meetings.
• Experience supporting recruiting processes, including interview scheduling and candidate experience management.

Why This Role is Unique

You provide day-to-day execution support for two to three senior executives and own the executive operating cadence in Zettabyte's Taipei office.

Details

We provide competitive salary and equity based on experience and skillset.

Flexible work environment.

Applicants must be authorized to work in their respective location.