We are seeking a highly organized and proactive Executive/Administrative Assistant to provide dedicated support to our senior leadership team. This role is essential in ensuring seamless day-to-day operations, managing complex schedules, coordinating travel and meetings, and serving as a key liaison across departments.
Key Responsibilities
• Provide dedicated support to three senior executives overseeing middle and back-office functions
• Managing schedule and calendar through Outlook
• Collaborate with other Executive Assistants to align priorities and maintain seamless scheduling
• Arrange and book business travel, client meetings, customer events, conference calls, and reserve meeting rooms or external venues as needed
• Handle expense reporting and reconciliation for travel, meetings, industry events, client entertainment, and gifts using CONCUR and COUPA
• Order business cards, submit maintenance requests, and manage office supplies procurement
• Coordinate food and beverage services for client meetings and make business dinner reservations
• Support travel arrangements for senior executives visiting New York from the Tokyo head office
Qualification Skills
Qualifications:
• Bachelor’s degree in business administration, Communications, or a related field (preferred)
• This position is an on-sight position, remote work may be permitted with prior approval
• Occasional need to work longer weekday hours and/or to deal with issues on weekends if needed
Skills:
• Strong collaboration skills and the ability to build positive relationships with other EAs
• Proficy in Japanese and excellent written and verbal communication skills in English required.
• Basic PC literacy including Microsoft Word, Excel, Power Point, PDF tools
• Familiarity with CONCUR and COUPA preferred
• Ability to multitask and prioritize effectively in a fast-paced environment
• Flexibility to accommodate ad-hoc tasks or schedule changes
• A forward-thinking individual who can manage tasks independently
• Exceptional attention to detail and commitment to high-quality work
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