Executive Coordinator – Support to CTO

About the role

The Executive Coordinator provides high‑level administrative and coordination support to the Chief Technology Officer. This position ensures smooth daily operations by managing calendars, travel, supplier visits, and meeting logistics while maintaining clear communication across internal teams and external partners.

Key responsibilities

• Manage the CTO’s calendar, schedule meetings, resolve conflicts, and send reminders.
• Arrange business travel, including transportation, hotel bookings, itineraries, and related logistics.
• Support supplier visits: prepare materials, coordinate reception, provide on‑site assistance, and follow up.
• Organize meeting rooms, materials, visitor access, meals, and other administrative needs for internal and external sessions.
• Prepare agendas, take minutes, summarize decisions, track action items, and ensure timely closure.
• Collect, organize, and disseminate information between the CTO, departments, suppliers, and other stakeholders.
• Maintain confidential records, reports, contact lists, travel documents, and meeting notes.
• Assist in creating presentations, reports, and basic data tracking files as requested.
• Provide reminders and follow‑up on deadlines, travel plans, and management requests.

Required profile

• 2+ years of experience in administrative support, project coordination, or related roles.
• Strong organizational abilities, attention to detail, and proactive attitude.
• Excellent written and verbal communication in Mandarin Chinese and English.
• Ability to handle confidential information responsibly.
• Willingness to travel locally or accompany supplier visits when needed.

Required skills

• Proficiency in Microsoft Outlook.
• Advanced skills in Microsoft Excel.
• Experience with Microsoft PowerPoint.
• Competence in Microsoft Word.
• Familiarity with Microsoft Teams.