Executive Assistant III

Executive Assistant III

Requirements

• A high school diploma, GED, or an equivalent qualification, or a combination of education and relevant experience.
• A minimum of five years of experience in an administrative support role.
• Minimum of 5 years’ experience in a fast-paced, high-volume administrative support, executive assistant, coordinator, or similar role.
• Strictly adhere to the principles of confidentiality and discretion in all matters.
• Exceptional written and verbal communication skills are necessary, including experience in supporting or interfacing with staff.
• Proficient in utilizing computer programs and adept at rapidly acquiring new technological skills. Skilled in leveraging Word, Excel, and PowerPoint to craft compelling proposals, facilitate project planning, provide status updates, and deliver executive presentations.
• The capacity to excel in a challenging environment characterized by frequent interruptions is imperative for success in this position.

Responsibilities

• Standard calendar creation and management, all responsibilities of calendar management to include resolving conflicts/double bookings.
• Email Correspondence: Maintaining a prominent level of professionalism in all internal and external Communications.
• Meeting Preparation: This includes the creation and management of meeting notes, as well as the preparation of meeting packets or briefs.
• Maintaining positive professional relations with both internal and external stakeholders, including individuals, companies, and groups such as customers, as well as establishments like hotels and restaurants, continuously fostering a productive and harmonious work environment.
• Securing approvals and signatures for contracts, NDAs, and other documents.
• Safeguarding confidential schedules, correspondence, conversations, and personal information.
• Continuous and unwavering support for the leadership team, with particular emphasis on the leaders under your responsibility, including your active participation and consistent availability for internal and external meetings and events.
• Visitor coordination involves managing hotel accommodations, transportation, and meals, including breakfast, lunch, and dinner. It also includes organizing tours in collaboration with Japan, production teams, workplace, and leadership and providing detailed arrival, parking, and entrance information.
• Complete and provide guidance on booking travel, managing expenses, and applying for company credit cards for employees.
• Demonstrating forward-thinking and strategic planning capabilities, adept critical thinking skills, and a persistent commitment to enhancing processes and fostering innovation.
• Execution of other position related duties as assigned by Leadership.

Preferred Qualifications

• Preferred: Associate of Arts or Associate of Science in Business Administration or similar field.
• Proficiency in translating between English and Japanese, addressing inquiries from internal staff, external entities, and individuals, and effectively conveying messages, posing queries, and presenting information to leaders in both languages.