Executive Assistant SUPERSTAR

THE NO-NONSENSE SUMMARY: This position is for an exceptionally organized and discreet Personal Assistant who thrives on handling a wide range of tasks, from managing sensitive HR and payroll information to organizing both personal and corporate schedules. Reporting to the General Manager, you will enjoy this job if you like  being a trusted confidant and master organizer. Be sure to read to the end of the description to be sure you don’t miss an important detail.

ROLE’S MISSION
To provide exceptional support to the General Manager by efficiently managing their personal and professional schedule and handling discrete matters and sensitive HR tasks with the utmost confidentiality and professionalism.

DESIRED OUTCOMES:

• Become a trusted confidant to the CEO by effectively managing personal matters as well as corporate HR and payroll tasks with utmost confidentiality and compliance.
• Master the organization and planning of personal and corporate email, tasks, and appointments to ensure clear and timely interactions for the CEO.
• Develop an intuitive understanding of the CEO’s needs, conducting extensive research on a wide range of topics to support both personal and corporate activities.

CANDIDATE COMPETENCIES | Candidate is able to::

• Handle sensitive information with discretion and integrity.
• Excel in managing and organizing personal and corporate schedules, emails, and tasks.
• Demonstrate strong research skills, quickly synthesizing information on various topics.
• Exhibit excellent written and verbal communication skills.
• Be proficient in using productivity tools, software, and online platforms for task management and research.

THE ROLE
Yes, you read that right – we’re looking for a SUPERSTAR. If the title sounds unconventional, it’s because CAPLINQ is too. We’re looking for that special someone who has not one, but two complementary skills – the exceptional ability to manage both personal and corporate tasks efficiently, as well as the discretion to handle sensitive information with integrity.

Let me come right out and say that we welcome recent graduates with strong organizational skills as well as more experienced professionals with a background in administration or personal assistance. Salary and benefits will be commensurate with experience and skill set.

At CAPLINQ, you won’t be dealing with monotonous tasks or rigid routines. Instead, you will be the right hand to the General Manager, taking on a wide range of responsibilities that will keep you engaged and constantly learning. Your role will involve not just managing schedules and emails but also conducting extensive research and handling confidential HR tasks.

You will be successful in this position if you are proactive, detail-oriented, and capable of juggling multiple tasks with ease. If you consider yourself someone who thrives in a dynamic environment and enjoys being the go-to person for getting things done – keep reading.

As a fast-growing multinational, our operations span across various regions, requiring meticulous coordination and support. Our team values a collaborative approach, and we are looking for someone who can seamlessly integrate into our workflow, bringing both efficiency and enthusiasm to the table.

Does this type of work inspire and motivate you? Then I encourage you to read on. If, on the other hand, you’re already exhausted reading this, I recommend you take a nap and check out another job post.

So, what will you be doing?
You will be working closely with the legal, quality and business development teams to review, negotiate, and finalize a wide range of legal documents. You will ensure all agreements align with CAPLINQ’s terms and conditions and maintain an organized system for document retrieval.

1. Manage and Organize Personal and Corporate Tasks (33% of your time)

Efficiently handle and prioritize the CEO’s personal and corporate tasks, ensuring all responsibilities are well-organized and deadlines are met.

Examples of activities:

• Coordinate and schedule personal and business appointments.
• Organize travel arrangements and itineraries.
• Manage and prioritize emails and correspondence.
• Organize expenses and process payments.
• Perform other tasks as directed by the Asian HR Manager.

2. Handle Sensitive HR and Payroll Information (33% of your time)

Discreetly manage HR tasks and payroll information, maintaining confidentiality and ensuring accurate and timely processing.

Examples of activities:

• Prepare and process payroll documents.
• Maintain employee records and HR files.
• Handle confidential HR matters with discretion.
• Assist in the recruitment and onboarding processes.
• Ensure compliance with HR policies and procedures.

3. Conduct Extensive Research and Information Gathering (33% of your time)

Research a wide range of topics for both personal and corporate needs, providing the CEO with thorough and accurate information to make informed decisions.

Examples of activities:

• Research industry trends and market data.
• Gather information for business projects and proposals.
• Look up personal interest topics as requested by the CEO.
• Compile and present research findings in a clear and concise manner.
• Stay updated with the latest tools and methods for effective information gathering.

DESIRED SKILLS AND EXPERIENCE 

What mindset do you require?
Skills can be learned. Mindsets, though they can be learned too, are more often a part of who you are. We value the mindset at least if not more than either experience or hard skills.

1. Curiosity – We want a person who is curious, and rarely satisfied with the first answer. If you find something that doesn’t agree with what you already think, then we want someone who wants to know why. 
2. Attention to Detail – We want a person who is organized, manages their time well and has good observation skills. Hint! Don’t forget to read the last paragraph 😉
3. Persistent – Sometimes you will need to remind, remind, follow-up and repeat yourself.  That’s part of the jobl 
4. Courage – Bosses make mistakes and colleagues aren’t always fair. That’s life. We’re looking for someone who may be afraid to confront these issues, but does it anyway.

What skills do you NOT need?
Before we list the skills you do need, it is important that you know what skills or experience we do NOT require:

• Product knowledge: You do not need to know anything about any of the products CAPLINQ sells, nor any of the services we provide. All will be taught on the job.
• Lots of work experience: We are open to accepting entry-level candidates with the right mindset and can learn on the job. On the other hand, if you have a lot of experience, you are also encouraged to apply. Salary will be commensurate with skills and experience.

What skills do you require?

Very few hard skills are required. Candidates will be required to:

• Be a positive team player. A positive attitude and energy feed the team and we can always use more.
• Pay attention to detail. The very last paragraph of this job vacancy has very important information. Be sure you read it twice before applying.

Skills not required, but that get bonus points (any of them count):

The job does not require these skills, but they are welcome extras, be sure to mention them.

1. Familiarity with HR practices and payroll systems, or a real willingness to learn.
2. Proficiency in using communication tools including Gmail, WhatsApp, WeChat, Zoon, Teams, etc..
3. Previous experience in a similar role.

There is no need to send your CV unless it looks awesome and you want to impress us with how it looks.  Otherwise, we will use your LinkedIn profile (better make sure it is complete!).  

Instead, candidates wishing to apply are requested to send an email to hr@caplinq.com that includes:

• A link to your LinkedIn profile (not a CV)
• A one-page, personal cover letter

Let me repeat that last part in a different way… We are looking for people who stand out from the crowd with a well-written, enthusiastic one-page letter telling us why this position speaks to you and what you could bring to the team. 

If all you do is send a CV (we told you not to), and no cover letter your application will be discarded without even being read.