Executive Assistant to the CEO

Overall Responsibilities:
This position plays a pivotal role in ensuring seamless operations, strategic coordination, and administrative excellence within the organization. This position is responsible for managing the Subsidiary CEO’s calendar and business meetings, overseeing financial and expense governance, supporting corporate documentation, and maintaining a productive office environment. In this position you will be required to communicate regularly with colleagues and leaders located at our Global HQ Office in Korea. The role demands strong organizational skills, attention to detail, and the ability to multitask across diverse responsibilities while fostering a positive workplace culture. This role is ideal for a proactive professional who thrives in a dynamic, fast-paced environment and excels in both administrative and strategic tasks.

Major Job Duties and Tasks:

• Plan, coordinate, and uphold the Subsidiary CEO’s schedule with precision, ensuring adherence to calendar commitments. This includes direct written and verbal communication with overseas Headquarters and others in Korean.
• Expertly manage all aspects of business travel, including itinerary planning, airfare coordination, hotel accommodations, and transportation logistics for domestic and international trips. This includes direct written and verbal communication with overseas Headquarters and others in Korean.
• Administer the CEO’s budget, deliver timely updates to business planning, and contribute to annual budget preparation and rolling forecast adjustments.
• Process expense vouchers in the internal system, meticulously track credit card expenditures, and maintain organized records of receipts for compliance and auditing.
• Oversee CEO company-provided assets, including vehicles and work phones, collaborating with IT and GA teams to ensure optimal functionality, maintenance, and procurement as needed.
• Ensure proper documentation, filing, and system maintenance for all legal contracts, Board of Director resolutions, and related corporate records. Facilitate timely updates and compliance with organizational policies and regulatory requirements.
• Maintain accurate digital and physical records in designated systems, ensuring accessibility and version control. Collaborate with legal and administrative teams to enforce document retention and archival protocols.
• Support the review, approval, and distribution of critical documents in alignment with corporate governance standards. Act as a liaison between stakeholders to ensure seamless documentation workflows. This includes direct written and verbal communication with overseas Headquarters and others in Korean.

• Act as the Lead for the Employee Culture Committee, facilitating meetings, documenting minutes, ensuring legal compliance, and escalating key items to Human Resources and per the authorization matrix.
• Mentor Culture Committee project leads and committee members adherence to the committee budget and ensure expense approval processes are followed.
• Prepare internal monthly communications for all employees ensuring messages align with the company’s cultural identity and values by collaborating with other departments and managers to gather content.
• Support departments acting as a key user with purchases for the company including fixed assets including vendor set ups, registrations, maintaining master records, operating surveys, with vendor and inventory lists.
• Support departments with routine purchases and serve as a key resource for purchasing policies and approval authorizations.
• Handle shipping and receiving tasks for general company and department items, including packaging, paperwork, and monitoring deliveries for receipt.
• Plan and prepare onsite and offsite meetings for the leadership team including scheduling attendance, making reservations and setup at offsite locations, conference room preparations, catering of food/beverages following entertainment and gift regulations.
• Perform urgent purchases and errands as directed by the CEO, VIPs, or managers, which involve driving to specified locations for event planning, gift purchasing, and other tasks.

• Maintain company vehicles by scheduling maintenance, reviewing logs, planning car washes and ensuring proper insurance and registration. Includes reviewing and updating vehicle operation guidelines.
• Perform budget-related tasks for the General Affairs Budget, including monthly, quarterly and rolling forecast reviews along with annual budget preparation and reporting.
• Process invoices and reconcile expenses for the company’s FedEx account.
• Oversee ordering and payment for company materials like calendars, nameplates, and business cards, etc.
• Support General Affairs shared service team in the upkeep of office space environment and shared spaces such as supply cabinets, conference rooms, open desk areas, printers, and furniture external conference rooms, lunchrooms, restrooms, etc.
• Collaborate with shared services teams regarding building management, security, IT, and EHS Environmental Safety and Health to ensure requirements are met.
• Distribute office management guides and communications to employees as provided by the shared services General Affairs team.
• Perform other assigned tasks as needed.

• Bachelor’s degree in business administration or another related field with a Minimum 3 years of experience in executive assistant/administration roles or the equivalent.
• Bilingual Korean/English (writing and speaking)
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint
• Ability to communicate at all levels of the organization
• Organizational, project management, and time-management skills
• Resourceful with strong attention to detail
• Excellent written, verbal communication, and interpersonal skills
• Ability to manage and maintain sensitive and confidential information with tact and diplomacy, ensuring it is handled securely and in compliance with the organization's policies and procedures.
• Valid Unexpired Driver’s License