Executive Administrative Assistant

Description

SUMMARY OBJECTIVE OF THE JOB:

The Executive Operations & Administrative Business Partner serves as an essential liaison and operational deputy to top executive leadership. Utilizing full bilingual fluency in English and Japanese, this position routinely exercises discretion and independent judgment on matters of significance, including evaluating cross-border communications, managing executive initiatives, analyzing business intelligence data, and overseeing intercompany agreements. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to handle sensitive information in a dynamic and fast-paced environment.

JOB DUTIES AND RESPONSIBILITIES:

• Executive Operations & Decision Support:
• Evaluate, triage, and act independently upon incoming operational requests, business proposals, and executive communications in English and Japanese.
• Customarily and regularly exercise independent judgment to resolve high-priority operational conflicts and determine the allocation of executive time and company resources.
• Cross-Border Agreement & Data Governance:
• Oversee and manage maintenance master data and commission agreements with overseas affiliate companies.
• Conduct preliminary reviews of intercompany terms, audit compliance, and identify operational risk factors before executive authorization.
• Strategic Business Translation & Liaison:
• Perform high-level translation and interpretation of strategic business documents, negotiations, and confidential presentations.
• Act with delegated authority as a primary point of contact and representative of the executive team to internal department heads and international stakeholders.
• Business Intelligence & Reporting Analysis:
• Analyze corporate operational data using BI tools and advanced data functions (e.g., Excel Pivot Tables, VLOOKUP, SUMIFS).
• Formulate business summaries, identify performance trends, and recommend actionable solutions to senior executives.
• Project Management & Initiative Leadership:
• Plan, execute, and deliver special corporate projects on behalf of the executive members.
• Negotiate with vendors, coordinate cross-functional department teams, and hold stakeholders accountable to project milestones without direct supervision.
• Executive Office Fiscal & Administrative Oversight:
• Manage executive office workflows, filing architecture, and confidential data storage systems.
• Authorize routine executive office administrative expenditures within established threshold budgets.
• Other Strategic Responsibilities:
• Perform other complex management support duties as assigned to advance executive operations.

JOB QUALIFICATION REQUIREMENTS/COMPETENCIES:

• Education: Bachelor’s degree in Business Administration, International Relations, or related field required.
• Language Proficiency: Full professional fluency (written and spoken) in both English and Japanese is required.
• Experience: Minimum of 5-7 years supporting executives, with demonstrated experience making independent decisions in a global corporate environment.
• Technical & Business Skills:
• Strong, Hands-On Excel Proficiency: Proven ability to independently summarize, analyze, and audit complex datasets using Pivot Tables, lookups (XLOOKUP, VLOOKUP, HLOOKUP), and conditional logic (SUMIFS) to produce accurate operational reports.
• Applied BI & Data Analytics: Direct experience building, updating, and reviewing reports in BI tools (e.g., Power BI, Tableau, & Qlikview) to analyze metrics, track data, and surface business trends or operational issues for executive leadership.
• Executive Presentation & Systems Expertise: Proficient in MS PowerPoint, Word, enterprise CRM software, and virtual collaboration tools to synthesize data into executive-ready decks and support cross-border operations.
• Core Competencies: High level of autonomy, advanced problem-solving capacity, cross-cultural diplomacy, and strict adherence to confidentiality.

SUPERVISORY REQUIREMENTS:

No Supervisory qualifications are required for this position.

PHYSICAL REQUIREMENTS:

A normal amount of sitting and standing, average mobility to move around an office, and ability to conduct a normal amount of work on a computer.

SALARY

At NMB, the pay band for this role is between $70,067.00 and $105,101.00 annually, and your base pay will depend on your skills, qualifications, experience, and location. The base pay is a part of our total compensation package and is determined within a range of the pay band process. This offers you the opportunity to progress as you continue to grow and develop your career at NMB.

BENEFITS

• 401(K)
• Safe Harbor
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance & AD&D
• Healthcare & Dependent Care Spending Accounts
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Sick Leave Benefits
• Paid Vacation
• Paid Holidays
• Tuition Reimbursement

SCHEDULE

NMB offers flexible work schedules to create a better work/life balance.

WORK AUTHORIZATION (REQUIRED)

Applicants must be legally authorized to work for any employer in the United States. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available for this position.

DISCLAIMER:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time.

The job description doesn't constitute a contract of employment and the company may exercise its employment-at-will rights at any time.

The above lists all of the essential functions, education, knowledge, skills and abilities required for this job. These are the minimum requirements; employees must also demonstrate good interpersonal skills, proper attitude and professionalism, acceptable attendance and work behaviors - at a minimum.