Executive / Personal Assistant (Mandarin-speaking)

A family office that invests in commercial real estate is looking for a Mandarin speaking executive/personal assistant to support the two principals (there is also minimal support for the CFO). Part of the assistant’s duties will be procurement – working with overseas vendors. They will train the procurement piece. The office is located downtown near Trinity Church. The balance between business/personal support and procurement shifts based on the firm's activity cycle — during active hotel renovations, the role tilts heavily toward procurement; between cycles, it focuses on EA/PA support. The role is in-office plus occasional visits to the residence in Bergen County, New Jersey. This role is ideal for someone who thrives in a small, fast-moving organization where no two days look the same and where their work has direct, visible impact on the firm's performance. There is room for growth- this role is positioned to grow into a dedicated Procurement Manager or Director of Operations.

About the Job:

¨ Manage the Principals' and CFO’s calendars, travel arrangements, and meeting logistics across New York, the U.S., and periodic international travel to Asia

¨ Provide Mandarin translation and interpretation for documents, calls, and in-person meetings as needed

¨ Assist with personal administrative tasks for the Principals, including household vendor coordination, insurance and medical documentation, and occasional errands in Bergen County, NJ and Jersey City, NJ

¨ Prepare meeting materials, deal summaries, and research packets for investment discussions, broker meetings, and property tours

¨ Coordinate with third-party hotel management companies, asset managers, and property-level teams on routine reporting and operational matters

¨ Organize and maintain deal pipeline files, due diligence documentation, and closing binders

¨ Handle confidential correspondence and communications with brokers, lenders, legal counsel, and brand representatives

¨ Support office operations including vendor management, supplies, and facilities coordination

¨ Serve as the primary day-to-day point of contact with Chinese and Vietnamese manufacturers- communicating in Mandarin via WeChat, email, and phone

¨ Track purchase orders from specification through production, quality control inspection, shipping, customs clearance, and delivery to the property

¨ Coordinate pre-shipment third-party quality inspections and document results, escalating defects or deviations to the Principals

¨ Monitor shipping logistics with freight forwarders, including container scheduling, customs documentation, and delivery coordination with the on-site construction team

¨ Maintain detailed records of product specifications, approved samples, vendor quotes, and order status; build and maintain a searchable product and vendor database

¨ Translate technical specifications, QC reports, and vendor communications between English and Mandarin

¨ Monitor production timelines and proactively flag delays or issues that could affect the renovation schedule

¨ This function will require working Asia hours only during very heavy procurement period (a call or email at 9pm or 10pm) to accommodate time zone differences

About You:

¨ Minimum of 5 years of experience in a related support position

¨ BA/BS from a college or university

¨ Proficiency with Microsoft Office (especially Excel and Outlook) and comfort with WeChat

¨ Understanding of Chinese business culture and communication norms a plus

¨ Mandarin fluency-writing and speaking, including the ability to type fluently in Chinese via Pinyin input.

¨ Valid driver’s license required

¨ Strong organizational skills with the ability to manage multiple concurrent workstreams across different time zones

¨ Ability to maintain confidentiality and handle sensitive information with discretion

¨ Outstanding communication skills

Salary, Bonus, Benefits (Medical, Dental, Vision), 401K, Life Insurance, Paid Vacation