Executive Assistant

The Personal Assistant (Mandarin-Speaking) is the senior administrative professional accountable for managing the office, schedule and communications of a senior executive of an advertising agency. The role is the executive's principal point of coordination: keeping priorities on track, preparing the executive for every meeting, and serving as the trusted language and cultural bridge to Mandarin-speaking clients, partners and stakeholders.

The Personal Assistant operates under the direction of the executive and is expected to exercise strict confidentiality, sound judgment and professional boundaries at all times.

Reporting and Leadership Structure

• Reports to: Senior Executive of the Company
• Work arrangement: Hybrid (office and remote), based in Phnom Penh, Cambodia; full-time
• Key working relationships: Company leadership team, Finance and Admin, creative and client service teams, and external Mandarin-speaking clients, partners and vendors
• Direct reports: None
• Language requirements: Mandarin Chinese (fluent), English (fluent), Khmer (fluent)

A. Executive Schedule and Office Management

• Manage the executive's calendar, appointments, meetings and travel arrangements, resolving conflicts and prioritizing as needed.
• Prepare briefing notes, agendas and meeting materials in advance, and take minutes with clear action items and follow-ups.
• Handle domestic and international travel bookings, visas, itineraries and expense reports.
• Coordinate with internal teams to ensure deadlines and deliverables are followed up on time.

B. Language, Communication and Stakeholder Liaison

• Serve as the first point of contact for Mandarin-speaking clients, partners and guests, by phone, email and messaging apps (WeChat, WhatsApp, Telegram).
• Translate and interpret (Mandarin English Khmer) in meetings, calls and negotiations, verbally and in writing.
• Draft, proofread and send correspondence, proposals and presentations in Mandarin and English on behalf of the executive.
• Support relationship-building with Chinese-speaking business communities, with cultural awareness and appropriate business etiquette.

C. Administration, Finance Support and Records

• Maintain organized digital and physical filing systems for contracts, reports and confidential records.
• Prepare and track invoices, payments, reimbursements and purchase requests in coordination with the finance team.
• Coordinate with vendors and external partners on agreements, deliverables and follow-ups.
• Conduct basic research on companies, markets, competitors and contacts, including Chinese-language sources.

D. Confidentiality, Events and Personal Support

• Handle sensitive and confidential information with the highest level of discretion.
• Plan and coordinate logistics for business meetings, client dinners, site visits and company events.
• Assist with selected personal administrative matters as agreed (appointments, bookings, errands), within professional boundaries.

Scope of Authority

Authority over day-to-day management of the executive's calendar, correspondence, office administration and approved administrative budgets, within the limits set by the executive. No authority to commit company funds or sign contracts without the executive's prior approval.

2. Candidate Profile

Education: Bachelor's degree in Business Administration, Chinese Language, International Relations, Communications or a related discipline. Outstanding relevant experience combined with fluent Mandarin will also be considered.

Experience

• 2-5 years of experience as a Personal Assistant, Executive Assistant, Secretary or similar role.
• Prior experience supporting a senior executive, business owner or leadership team.
• Strong preference for experience in advertising, marketing, media, a multinational or a professional services environment.
• Fluent Mandarin Chinese, spoken and written; HSK 5 or above (or equivalent) preferred.

Critical Professional Capabilities: Executive calendar and travel management · Mandarin, English and Khmer business communication · Interpretation and translation · Business writing and correspondence · Confidentiality and discretion · Microsoft Office / Google Workspace · WeChat and messaging tools · Event and meeting coordination · Basic finance administration · Chinese business culture and etiquette · Time management and prioritization · Independent work in a hybrid setup

3. Terms of Employment and How to Apply

• Monthly salary: USD 3,500
• Hybrid working arrangement, full-time
• Occasional after-hours work, business travel and events as required
• Other benefits as per company policy: [to be confirmed]