Administrative Assistant

We are seeking a highly organized and proactive Administrative Assistant to join our team. This pivotal role provides comprehensive administrative support to the President & COO, ensuring smooth daily operations, reducing the administrative tasks and allowing the President to focus on his executive responsibilities. This position offers an excellent opportunity to contribute to a professional environment where your skills in calendar management, communication, creativity and administrative coordination will be valued and utilized.

Duties

• Managing President's daily, weekly, monthly, yearly schedules,
• Monitoring President's e-mail for urgent items and notifying him as needed.
• Draft correspondence on President’s behalf, reviewing for approval with President and then sending communications after receiving approval.
• Manage the President’s e-mail box, prioritizing important e-mails, deleting junk mail, etc.
• Coordinate travel arrangements and prepare detailed itineraries for President and other company Management personnel traveling with the President.
• Process President’s expense reports
• Create PowerPoint presentations using the concept and details provided by the President.
• Assist in preparing materials, presentations, and background research for meetings.
• Schedule and coordinate internal and external meetings, including agendas, logistics, and follow-ups involving the President.
• Maintain supplies used by the President for meetings and daily work.
• Keep President’s office organized.
• Attend meetings involving the President, noting commitments made by the President and arrange for staff implementation of commitments.
• Handles details of a confident nature, and performs administrative functions based on understanding of company policy, executive's views and philosophy.
• Performs other secretarial and administrative duties.

Requirements

• 3-5+ years of previous experience supporting executives, board members, or senior leadership
• Strong organizational and project management skills; able to manage competing priorities
• Professionalism, discretion, and ability to handle confidential information
• Proficiency in Microsoft Office Suite, Outlook and Teams
• Adaptable, collaborative, and proactive with a strong sense of initiative
• Bilingual proficiency in English and Japanese (verbal and written) is not required, but is considered a strong plus