Executive Assistant

Role Overview

This position supports senior leadership with high-level administrative coordination, communication handling, scheduling, travel planning, and information management. The role calls for sound judgment, discretion, and the ability to keep executive priorities moving smoothly in a fast-paced corporate setting.

Key Responsibilities

• Manage the executive’s calendar by forecasting needs, ranking priorities, arranging meetings and activities, and setting appointments independently when authorized.
• Prepare meeting materials, agendas, charts, graphs, and other presentation items, and ensure action items are tracked through completion.
• Answer and route calls and inquiries, handling both routine matters and more complex requests as needed.
• Act as a point of contact between the executive’s direct reports, internal teams, and other stakeholders for routine, sensitive, confidential, or urgent matters.
• Oversee incoming mail and other correspondence, draft and revise communications, distribute information, and monitor follow-ups.
• Review outgoing documents for accuracy, formatting, policy compliance, internal consistency, and required approvals before forwarding items such as correspondence, invoices, expense reports, check requests, and signature documents.
• Maintain organized files and records.
• Plan and coordinate on-site and off-site meetings for small or large groups, including vendor coordination, participant travel, and scheduling needs.
• Provide administrative and meeting-planning support for trade shows and similar events, including booth schedules and hospitality coordination.
• Collect, research, and prepare data for reports and maintain or reconcile detailed analyses requested by executive management.
• Step in during the executive’s absence to manage requests and ensure timely follow-up.
• Stay current on efficient administrative practices and productivity tools used in executive-level support.
• Arrange executive travel, including foreign business trips when required.
• Keep the executive supplied with the most current and accurate information needed for decisions and actions.
• Serve as a liaison for legal and Human Resources-related matters when needed.
• Provide support to other executive staff, the Board of Directors, Japanese staff, and other affiliated companies as assigned.
• Take on special projects as needed.

Requirements

• Strong judgment, discretion, poise, tact, and diplomacy when dealing with confidential or sensitive business matters.
• Solid understanding of corporate operations, business protocol, and the responsibilities of a large organization.
• Excellent written and verbal communication skills, including business writing, editing, grammar, proofreading, and interpersonal communication.
• Professional and positive demeanor when interacting across all levels of the organization.
• High proficiency with standard office applications such as Microsoft Word, Excel, and PowerPoint.
• Ability to manage competing priorities, adjust quickly when demands change, and meet deadlines that may shift unexpectedly.
• Willingness to work overtime or additional hours when needed, sometimes with little notice.
• Strong attention to detail, initiative, follow-through, and the ability to work both independently and with a team.
• Bachelor’s degree in business or a related field, or an equivalent combination of education and experience.
• At least 7 years of professional administrative support experience, including senior- or executive-level support.

Compensation

The annual salary range for this role is $73,200 to $117,800, depending on experience and qualifications.

Additional Information

This role may involve support for meetings, events, reports, travel, and executive-level coordination across multiple teams and stakeholders. The position requires handling information with a high degree of confidentiality and accuracy.