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Executive Assistant

In a nutshell:

IDEO (Shanghai) is in search of an Executive Assistant who will effectively support the Managing Directors (referred as “MD” in the following text), appropriately represent them where needed, and support the senior management team in their administrative needs.

Why is this role important for IDEO’s work?

Leadership Coordinators make the biggest impact through organization and flexibility. They ensure that our leaders are prepared for travel, meetings, and other commitments, and creatively tackle hurdles along the way. This role is critical when it comes to keeping the studio moving forward in a coordinated way. We count on them to bring clarity to chaos, whether problem solving with internal stakeholders or ensuring external client needs are met. They will represent IDEO in a professional manner, both internally and externally. No two days are alike, and this individual will help the studio navigate its way through initiatives and challenges with optimism. 

Once here you will:

  • Completes a broad variety of administrative tasks for the MDs, including: managing a very active calendar of appointments; managing email to ensuring the timely response, completing expense reports; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for meetings
  • Plans, coordinates and ensures the MDs’ schedule is followed and respected
  • Provides a bridge for smooth communication with external and internal stakeholders; demonstrating leadership to maintain credibility, trust and support
  • Works closely and effectively with the MDs to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
  • Takes a part in building relationships crucial to the success of the MDs/firm, and manages a variety of special projects for the MDs
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on initiatives to ensure successful completion, often with deadline pressures

What does IDEO offer you?

IDEO is a place unlike any other. It’s a place where you can solve diverse, complex challenges for our clients or the organization, alongside thoughtful, intelligent individuals who lead with curiosity, empathy, and optimism. Sure we work hard, but we also intentionally craft moments that allow our community to pause, create, and connect. We encourage our community to bring their whole selves to work, respect the need for work-life balance, and allow for autonomy in the design process and your career.

Relevant experience and mindset:

Must Haves Skills:

  • Minimum 2 years of EA or related experience
  • Fluent in written and spoken Chinese and English
  • Impeccable attention to detail and strong organization skills that reflect ability to perform and prioritize multiple tasks seamlessly
  • Strong interpersonal skills and the ability to build relationships with all levels of staff, clients and other strategic partners
  • Highly resourceful with the ability to make sound judgment often with only partial information
  • Ability to think on one’s feet and react to changing circumstances
  • Interest in working in a creative environment

Nice To Haves Skills:

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Flexible with the ability to work with interruptions

Bonus Point Skills:

  • Have the potential to grow into business administrator/office manager/translator, to think from a strategic level on behalf of the leadership group.

Application requirements and instructions:

Please apply online by uploading your resume and cover letter. In your cover letter, please explain why you are a good fit for this role, and let us know one organizational tip you think everyone should know in order to stay one step ahead.


Equal Opportunity Employer

IDEO is an equal opportunity employer; applicants are considered for all roles without regard to race, color, religious creed, sex, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state or local law.