Executive Assistant (Administrative)

Position Summary

The Executive Assistant will provide high-level administrative support to the President of the company and other senior staff.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions.

                                                                                                                               

Essential Job Responsibilities

1. Provides high-level administrative support and assistance to the President of the company and/or other assigned leadership staff.
2. Assist in reporting requirements for senior management and Japan.
3. Archive Documents. 
4. Maintain the President's calendar and update as needed. 
5. Assist with creating memorandums to Japan (in Japanese).
6. Translation of memorandums from Japan.
7. Assist preparation for national conventions and meetings.
8. Assist preparation for executive tours and visits by subsidiary personnel.
9. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for the President and senior staff.
10. Arranges travel and accommodation for executives.
11. Prepare domestic travel itineraries and make reservations for overseas trips and visitors from overseas operations, work with corporate travel agency as needed.
12. Process expense vouchers for the President and the executive staff.
13. Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
14. Receives incoming communication or memos on behalf of executive staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
15. Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
16. Maintain and update the company's organizational chart.
17. Performs additional duties as assigned by President and executive staff.
18. Performs other related duties as assigned.

Competencies

1. Quality & Organizational skills
2. Good Interpersonal skills
3. Detail Oriented
4. Planning & Organizing
5. Self-Management

 

Required Skills

• Must speak, read, and write the Japanese language.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

 

Supervisory Responsibilities: This position has no supervisory responsibilities.

 

Work Environment:  Office Environment.

 

Physical Demands: Ability to move about inside the office to access file cabinets, office machinery, files, etc.

 

Position Type and Expected Hours of Work: This is a full-time position. 

Monday – Friday 8:00AM-4:30PM

 

Travel: No day-to-day travel; however, minimal travel may be required to support meetings and other events as deemed necessary.

 

Required Education and Experience:

High school diploma required, Bachelor's degree in Business Administration or related field preferred.   At least four years of related experience required.

 

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

 

Reports to:  President of the company

 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

See job description