Executive Assistant to the President

Executive Assistant to the President – Contractor

Key Responsibilities:

• Provide high-level administrative and operational support to the President and the broader leadership team.

• Manage the President’s calendar and meeting schedule, including issuing invitations, booking meeting rooms, tracking attendance, arranging catering when required, and recording meeting minutes and action items.

• Coordinate and support internal meetings and large-scale events within the approved budget, including all-hands meetings, regular team meetings, and senior executive visits.

• Assist with travel arrangements for the President and leadership team when required, including flight bookings, accommodation arrangements, travel itineraries, and visa support.

• Process invoices and manage expense claims related to travel, meetings, and events in accordance with company policies.

• Provide end-to-end administrative support for events and conferences, including planning, coordination, and on-site support.

• Organize and manage team morale initiatives and actively support research centre cultural activities.

• Coordinate delegate registrations, travel arrangements, and visa support for visiting guests and conference participants.

• Serve as a key point of contact for internal and external stakeholders, responding to inquiries and coordinating communication as needed.

• Liaise with event vendors and external suppliers to ensure smooth event execution.

• Support post-event communications and publicity activities.

• Maintain familiarity with Huawei policies and support the leadership team by promoting awareness and compliance with administrative policies.

Requirements:

• Minimum 3 years of experience as an Executive Assistant, Office Manager, or Team Assistant supporting senior leaders or technical teams.

• Fluent in English and Mandarin, with excellent written and verbal communication skills.

• Strong judgment and ability to prioritize competing demands while protecting executive time and handling confidential information with discretion.

• Excellent organizational and coordination skills, particularly in managing travel logistics, conferences, and multi-stakeholder meetings.

• Strong professional communication skills when interacting with senior executives, researchers, industry partners, and corporate stakeholders.

• Proficiency in Microsoft Office (PowerPoint, Word, Excel) for preparing presentations, reports, meeting materials, and documentation.

• Proactive problem solver with the ability to work independently, remove blockers, and handle complex situations diplomatically.

• Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

• Proactive problem solver who removes blockers, makes decisions independently, and handles difficult situations diplomatically

• Self-organized with strong attention to detail and ability to multitask in a fast-paced research environment.

The Successful Candidates:

• Experience supporting research, academic, or technical teams.

• Experience coordinating international conferences, academic events, or technical symposiums.

• Experience working in multinational organizations with distributed teams.

• Demonstrated ability to work effectively in a fast-paced and dynamic environment.

• Strong professionalism, discretion, and interpersonal skills with a positive and proactive attitude.

• Excellent project management and time management skills.

• Ability to remain calm and responsive when dealing with urgent matters or rapidly changing situations.

• Strong sense of ownership with the ability to drive issues through to resolution.