EA/Procurement Coordinator - New York - Career Group

    Career Group
    Career Group New York

    8 hours ago

    Description

    Mandarin Speaking - Executive Assistant / Procurement Coordinator at Growing Family Office

    Position Summary:

    This role serves as a pivotal support function for this growing Family Office. The successful candidate will be a true professional—an expert of organization and proactive problem solving—adept at managing multifaceted responsibilities with discretion and confidentiality across both personal and professional facets and able to liaise directly with vendors within their hospitality and sourcing function. This position provides refined assistance in procurement, sourcing, supply chain logistics as well as scheduling, communications, office operations and gatekeeping.

    This role is based in downtown Manhattan.

    Salary is based upon experience

    Key Responsibilities:

    Executive Assistance - 40%

    • Oversee calendars and orchestrate daily schedules with impeccable attention to detail.
    • Coordinate travel plans and itineraries and handle expenses
    • Manage vendor relationships, inventory control, and office operations with precision.
    • Provide research support and prepare comprehensive documentation and reports as required.
    • Deal Support: assisting with preparation of investment materials, coordinate due diligence document flow, support property management communications
    • Facilitate effective communication across teams and maintain meticulous records of activities and outcomes.
    • Translate business and personal context when needed

    Procurement Coordination Responsibilities (~40%)

    • Software skills needed at a minimum include Microsoft Outlook and Excel skills
    • Vendor Communications: Serve as primary point of contact with Chinese manufacturers for FF&E (casegoods, lighting, fixtures, mirrors, artwork, soft goods); conduct daily communications in Mandarin via email, WeChat, and phone
    • Order Management: Track purchase orders from placement through delivery; maintain detailed status logs; coordinate production timelines with installation schedules
    • Quality Control Coordination: Schedule and coordinate third-party QC inspections (SGS, Bureau Veritas); review inspection reports; communicate defect resolution with factories
    • Shipping & Logistics: Coordinate container bookings, customs documentation, and freight forwarder communications; track shipments from factory to job site
    • Database management & Documentation: Maintain spec sheets, samples tracking, pricing records, and vendor correspondence files; build and maintain a database of product offerings

    Personal Assistance 20%

    • Execute a range of personal tasks from research, purchasing, medical claims, property-related tasks, etc while upholding the highest standards of confidentiality.
    • Translation & Interpretation: Provide Mandarin translation for documents, calls, and in-person meetings; accompany Founder and his wife to doctor's visits or other appointments as needed to assist with translation
    • Assisting with house repairs, vendor management, ordering things for houses if needed - on occasion may need to go to the house in New Jersey
    • Organizing insurance claims, medical bills, personal documentation etc.
    • Errands & Logistics: Handle miscellaneous personal tasks with discretion and efficiency

    Qualifications:

    • Fluent in Mandarin both written and verbal
    • Experience with Microsoft Outlook and Excel
    • Bachelor's degree Required
    • 1-8+ years of experience in an administrative or Procurement/Logistics/Supply Chain role
    • Demonstrated aptitude for managing complex tasks with discretion and professionalism.
    • Excellent interpersonal and communication skills, paired with a strong attention to detail.
    • Experience with Microsoft office and familiarity with technical programs

    We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd.

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