Executive Assistant to COO

About Us

Founded in 1988, Marketech International Corp. (MIC) is a global technology and engineering company supporting semiconductor, high-tech manufacturing, cleanroom, and mission-critical facility projects. MIC provides turnkey facility integration solutions, including cleanroom and MEP construction, DI water, gas and chemical supply systems, wastewater treatment, facility monitoring and control systems, installation, and maintenance services. Through Marketech International Corporation USA, we support major semiconductor and industrial projects across the United States.

Job Overview

Marketech International Corporation USA is seeking a highly organized, proactive, and professional Executive Assistant to the Chief Operating Officer (COO). This role provides high-level executive support while also coordinating cross-functional projects, tracking operational priorities, and supporting communication between internal departments, vendors, and external stakeholders.

The Executive Assistant to the COO is responsible for managing executive calendars, meetings, travel arrangements, confidential communications, reporting materials, project action items, and leadership follow-up. This role serves as a key liaison for the COO and must be able to balance competing priorities, anticipate needs, maintain discretion, and ensure important deadlines and deliverables remain on track.

The ideal candidate has experience supporting senior leaders in a fast-paced business environment and brings strong project coordination, communication, organization, and problem-solving capabilities. Experience supporting engineering, construction, manufacturing, semiconductor, technology, or other operationally complex environments is highly preferred.

Key Responsibilities

Executive Support & Calendar Management

• Manage the COO's calendar, including meetings, appointments, internal reviews, external calls, travel arrangements, and priority commitments.
• Coordinate executive meetings by preparing agendas, gathering supporting materials, confirming attendance, arranging logistics, and tracking follow-up actions.
• Prepare presentations, reports, meeting summaries, briefing materials, correspondence, and other documents for executive review.
• Screen, organize, prioritize, and respond to communications, requests, and correspondence on behalf of the COO when appropriate.
• Maintain accurate records of leadership discussions, decisions, action items, deadlines, and next steps.
• Coordinate travel itineraries, transportation, accommodations, meeting schedules, and related executive logistics.
• Handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Anticipate executive needs and proactively prepare materials, information, reminders, and follow-up items in advance of key meetings and deadlines.

Project Coordination & Operational Support

• Coordinate cross-functional projects and operational initiatives assigned by the COO.
• Track project progress, timelines, deliverables, dependencies, decisions, and outstanding action items across multiple departments.
• Follow up with internal teams, department leaders, vendors, and external partners to obtain updates and maintain accountability for assigned deliverables.
• Maintain project schedules, trackers, reporting dashboards, status summaries, and action-item logs.
• Identify potential project risks, bottlenecks, delays, communication gaps, and resource constraints; escalate concerns to the COO or appropriate leadership team members.
• Support the development and improvement of project workflows, reporting processes, meeting structures, and operational coordination practices.
• Assist with special initiatives, strategic projects, operational reviews, and executive-level priorities as assigned.
• Support leadership decision-making by compiling relevant project information, status updates, risks, recommendations, and supporting data.

Communication & Stakeholder Coordination

• Serve as a professional liaison between the COO, internal departments, vendors, clients, partners, and other external stakeholders.
• Coordinate communication across cross-functional and multicultural teams to ensure priorities, expectations, and follow-up actions are clear.
• Draft, review, and distribute executive communications, meeting follow-ups, project updates, and internal announcements as needed.
• Maintain positive, professional, and responsive relationships with internal and external stakeholders.
• Support communication and coordination during urgent situations, changing priorities, executive requests, and time-sensitive projects.
• Ensure important decisions, requests, deadlines, and action items are clearly communicated to the appropriate teams.

Administrative, Reporting & Documentation Support

• Prepare reports, presentations, data summaries, dashboards, and executive materials to support operational and strategic decision-making.
• Gather, analyze, organize, and present information from multiple departments in a concise and executive-ready format.
• Coordinate logistics for company meetings, leadership events, executive reviews, team gatherings, and other business activities.
• Maintain organized executive files, project records, meeting documentation, vendor communications, and confidential materials.
• Assist with vendor coordination, document management, invoice or proposal review support, and administrative follow-up as needed.
• Support additional executive, administrative, operational, and project-related tasks as assigned by the COO.

Required Qualifications

• Bachelor's degree or an equivalent combination of relevant work experience, education, and training.
• Three or more years of experience in executive support, project coordination, project management, business operations, administrative leadership, or a related role.
• Demonstrated ability to manage multiple projects, priorities, deadlines, meetings, and confidential matters simultaneously.
• Strong organizational, time-management, task-prioritization, and follow-up skills.
• Excellent written and verbal English communication skills.
• Strong attention to detail and ability to prepare accurate, polished, executive-ready materials.
• Proficiency with Microsoft Office, including Excel, PowerPoint, Outlook, Word, and Teams.
• Ability to work independently, exercise sound judgment, and manage changing priorities in a fast-paced environment.
• Strong problem-solving, critical-thinking, and decision-support skills.
• Professional demeanor with the ability to communicate effectively with senior leaders, internal teams, vendors, and external stakeholders.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Preferred Qualifications

• Experience supporting executive leadership in engineering, construction, manufacturing, semiconductor, technology, industrial, or high-growth business environments.
• Experience coordinating cross-functional projects, leadership initiatives, operational reviews, or company-wide priorities.
• Experience working with project schedules, action-item trackers, dashboards, reports, or executive presentations.
• Familiarity with project-management tools, task-management systems, reporting platforms, or collaboration software.
• Experience coordinating with vendors, clients, external partners, or multicultural teams.
• Bilingual proficiency in English and Mandarin Chinese is a plus, but not required.

Skills & Competencies

• Executive calendar and meeting management
• Project coordination and action-item tracking
• Cross-functional stakeholder communication
• Executive presentation and report preparation
• Business writing and professional correspondence
• Time management and task prioritization
• Confidentiality, discretion, and professional judgment
• Microsoft Office, including Excel, PowerPoint, Outlook, Word, and Teams
• Project dashboards, status reporting, and follow-up management
• Process improvement and operational workflow support
• Problem-solving and issue escalation
• Vendor and external stakeholder coordination
• Adaptability in fast-paced executive environments
• Attention to detail, accountability, and follow-through

Work Environment

This role is primarily office-based and involves frequent coordination with executive leadership, department managers, internal teams, vendors, and external stakeholders. The Executive Assistant to the COO may support meetings, projects, events, and operational activities across multiple departments and business functions.

The position requires the ability to manage changing priorities, respond quickly to time-sensitive requests, maintain confidentiality, and communicate professionally in a fast-paced and highly collaborative business environment.

Benefits

• 100% Paid Benefits for the Employee, including Medical, Dental, Vision, and Life Insurance
• Paid Time Off (PTO)
• 401(k) Plan

Equal Employment Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, religious creed, sex, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, military and veteran status, marital status, pregnancy, gender, gender expression, gender identity, sexual orientation, or any other characteristic protected by local law, regulation, or ordinance.