Executive Assistant and Office Manager

Executive Assistant & Office Manager
Location: Hsinchu (on-site required)

Company: US-Based Technology Company

Employment Type: Full-Time

*About Ayar Labs:*
We are a fast-growing US-based optical communications company focused on delivering innovative products and solutions to global customers. As we expand our presence in Taiwan, we are looking for a highly organized, proactive, and detail-oriented Executive Assistant & Office Manager to support both US- and Taiwan-based leadership and ensure smooth operational execution.

*Position Overview:*
The Executive Assistant & Office Manager will provide high-level administrative, organizational, and logistical support to the company's executives. This role requires exceptional communication skills, impeccable professionalism, and the ability to anticipate needs, coordinate complex schedules, and manage day-to-day office and operational tasks in a fast-paced, international environment.

*Executive Assistant Responsibilities:*

• Scheduling & Calendar Management
• Manage complex calendars for US-based and Taiwan-based executives, including coordinating meetings across multiple time zones.
• Prioritize scheduling requests, resolve conflicts, and ensure executives are well-prepared for all engagements.
• Organize internal reviews, external partner meetings, board sessions, and cross-functional discussions.

*Travel & Entertainment Coordination Responsibilities:*

• Arrange domestic and international travel itineraries, including flights, accommodations, ground transportation, visas, and travel documentation.
• Make dining, hospitality, and entertainment reservations for executive and client engagements.
• Prepare and update detailed travel packs, agendas, and briefing materials.

*Meeting & Event Planning Responsibilities:*

• Coordinate logistics for virtual and in-person meetings, including agenda preparation, presentation support, minutes, and follow-up action tracking.
• Plan and execute team events, customer visits, workshops, and executive offsite functions.
• Manage meeting-related resources such as conference room bookings, equipment setup, translation support, and catering.

*Taiwan-Based Executive Daily Support Responsibilities:*

• Provide comprehensive daily support to Taiwan-based executives, including personal scheduling, local errands, logistics coordination, and administrative activities.
• Act as the point person for local executive needs such as document processing, courier services, transportation arrangements, and coordination with local partners.
• Assist with communication management, prioritizing correspondence and ensuring timely responses.

*Office Management Responsibilities:*

• Oversee day-to-day operations of the Taiwan office, ensuring a professional, efficient, and well-organized work environment.
• Manage office supplies, equipment, maintenance vendors, facility contracts, and service providers.
• Serve as the primary contact for office-related inquiries and administrative matters.
• Support onboarding of local employees, contractors, and visiting team members.
• Operational, Finance & Administrative Support
• Assist with procurement, invoice processing, expense reports, and purchase orders.
• Support HR and compliance processes, including documentation and coordination with external vendors.
• Maintain internal records, tracking systems, and shared information repositories.
• Provide project support for special initiatives led by executives or cross-functional teams.

*Basic Qualifications:*

• Bachelor's degree or equivalent experience.
• 4+ years of executive assistant or administrative support experience, preferably in an international company or technology environment.
• Fluent in Mandarin Chinese and English (written and spoken).
• Demonstrated ability to manage complex schedules and travel logistics.
• High proficiency with productivity tools (Google Workspace, Microsoft Office, travel booking platforms, scheduling tools, etc.).
• Strong organizational skills, attention to detail, and ability to juggle multiple priorities.

*Preferred Qualifications:*

• Experience supporting both Western and Asian executives.
• Background in fast-growing technology or semiconductor-related companies.
• Knowledge of Taiwan business practices, vendor management, and administrative procedures.

*Personal Attributes:*

• Highly professional and service-oriented.
• Proactive, resourceful, and able to anticipate needs before they arise.
• Discreet, trustworthy, and comfortable handling confidential information.
• Adaptable, calm under pressure, and capable of working independently with minimal supervision.
• Excellent interpersonal and communication skills.

*Benefits:*

• Competitive compensation aligned with Taiwan market standards.
• Hybrid or flexible working arrangements depending on company policy.
• Opportunity to work closely with global leaders and contribute to a rapidly scaling business.
• Career development and growth opportunities as the Taiwan office expands.

Note To Recruiters:
Principals only. We are not accepting resumes from recruiters for this position. Remuneration for recruiting activities is only applicable subject to a signed and executed agreement between the parties. Please don't send candidates to Ayar Labs, and do not contact our managers.

*About Ayar Labs:*
At Ayar Labs we're about to revolutionize computing by moving data with light. We're unleashing processing power for artificial intelligence, high performance computing, cloud and telecommunications by removing the bottlenecks created by today's electrical I/O -- making it possible to continue scaling computing system performance. Ayar Labs is the first to deliver an optical I/O solution that combines in-package optical I/O chiplets and multi-wavelength remote light sources to replace traditional electrical I/O. This silicon photonics-based I/O solution enables chips to communicate with each other from millimeters to kilometers, to deliver orders of magnitude improvements in latency, bandwidth density, and power consumption.

With our strong collaborations with industry leaders and government, our deep ties to MIT and UC Berkeley, and our commitment to hiring the best engineers in photonics and electronics, joining our team gives you the opportunity to collaborate with renowned experts on challenging, paradigm-shifting work.

We are passionate about delivering in-package optical I/O at scale, leveraging the strength of our patent portfolio and our team of leading interdisciplinary experts. We believe that deep cross-collaboration between teams facilitated by honest, open debate is the best way to drive innovation and achieve big wins. Join our team and experience the possibilities.

*Resources:*

• Executives from Intel and GLOBALFOUNDRIES share their thoughts on Ayar Labs and the promise of in-package optical I/O ( video )
• Ayar Labs in the News and Recent announcements
• LinkedIn and Twitter