VIVIAN MINGZI LU

Calendar Management

• Manage and handle complex and detailed calendars for multiple senior management leaders locally and remotely across different time zones
• Identify urgency and prioritize meetings to avoid conflicts.
• Prepare meeting materials such as agenda, PPT or briefings and ensure executives are well-prepared for meetings.
• Take minutes and detailed notes during executive meetings, follow up on action items.

Travel Management

• Arrange domestic and international travel logistics including flights, accommodations, ground transportation and visas as needed.
• Optimize travel itineraries and arrange meetings strategically to maximize productivity.
• Prepare travel-related expense reports with adherence to company policy.

Administration Support

• Coordinate the administrative work within the department including managing office correspondence, access right control and assist in team administrative activities such as new joiner onboarding.
• Manage office supplies efficiently and place orders.
• Support basic finance processing and approvals of team members’ expenses.

Event Management

• Plan, coordinate and execute company events including luncheons, all-hands meetings, team-building activities and employee volunteering days.

Content Management

• Monthly newsletter and eDM write-ups and distributions.
• Consolidate and finalize documents, reports and email correspondence for executives.

Comprehensive Executive Assistance

• Manage CEO and CFO calendars during roadshow periods and coordinate with investors’ tight schedule; meet high priority clients’ demand with dynamic mix of 1x1 and group events.
• Manage chief executives’ logistics for overseas roadshows including air tickets and hotels bookings, transportations services, and restaurants reservations.

Large Scale Event Management

• Plan, organize and coordinate client activities including annual earnings events, industry conference, press conference, both online and offline.

Professional Investor Relations and Public Relations

• Manage investor and broker relationships for clients; organize meetings and events with investors.
• Develop and execute media strategies and PR plans to align with client’s business development goals.

• Worked with the Founder and small team to grow new business across all sales channels.