Who we’re looking for:
The Executive Assistant will provide administrative support directly to the Executive exercising confidentiality, tact, and diplomacy. The Executive Assistant will also partner with the management team in daily business operations and project coordination, while handling sensitive and confidential information in a professional and proactive manner.  The Executive Administrative Assistant also serves as a facilitator who may coordinate deadlines and either handle them directly, or through others, handle project coordination and completion.

 
What you’ll be doing:

  • Support c-level/Executive teams with travel arrangements, expense reports, additional reports/proposals/presentations, etc.
  • Provide support to the Executives to ensure that all office operations run smoothly and all administrative details of daily functions are managed
  • Handle all administrative tasks, including mail, catering for meetings, conference room scheduling, and maintenance of office supplies
  • Plan and coordinate numerous, complex meetings and conference calls, including preparation and maintenance of related materials
  • Manage the Executive’s calendar and travel schedule
  • May populate databases (document repositories) with knowledge objects, client deliverables, etc. 
  • Extract server, storage, and other data for analysis
  • Maintain IT and section Sharepoint websites coordinate and plan domestic and international travel arrangements; coordinates and arranges for conferences, meetings and events.
  • Working proficiency in use of automated calendar management tools (e.g., Outlook, Excel and other Microsoft tools, etc.) with minimal to no guidance. Manage or coordinate small projects providing cost-effective solutions
  • Document Preparation Management
  • Formats and edits letters, reports, and all other correspondence from draft stage to client-ready work; adheres to record retention policies and procedures, and follows an organized filing/document management process for electronic and paper documents.
  • Develops and edits business documents from information provided with minimal guidance.
  • Maintains an awareness of and applies new firm guidelines that impact deliverables.
  • Leads weekly LAT with JIRA board
  • Assists and coordinates monthly virtual touchpoints as needed
  • Maintains and organizes documents on file servers in compliance with document retention policy.
  • Identifies and develops relationships with key internal and external client contacts gaining recognition as a business partner/resource.
  • Working knowledge of internal financial coding structure and client billing process, including analysis and reconciliation of financial data.
  • Calendar/Travel/Meeting Coordination
  • Establishes a systematic method for self and others to track time commitments and the completion of tasks; coordinates and plans domestic and international travel arrangements; coordinates and makes arrangements for conferences, meetings and events.
  • Working proficiency in use of automated calendar management tools (e.g., Outlook, Microsoft tools, etc.) with minimal to no guidance. Vacation tracking and Holiday work information gathering
  • Effectively utilizes client travel and meeting policies and procedures to complete all aspects of travel and meeting arrangements and ensures accuracy.
  • Advise or train others on calendar management tools when requested.
  • Assist with coordination of large client engagement meetings, vendor meetings, offsite meetings, etc. (Demos provided as needed and could include motivational speakers).

Requirements:
What you bring:

  • 5+ years recent executive administrative support experience for a large company or global brand with international operations
  • Japanese speaking/translation would be a plus but not required
  • Administrative experience including customer service / correspondence and handling of incoming calls
  •  5+ years recent executive administrative support experience for a large company or global brand with international operations
  •  Experience with executive travel arrangements (domestic and international) and calendar management
  •  Possess the ability to learn the work patterns and anticipate the needs of executive teams
  •  Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint 
  • Strong attention to detail, with excellent time management skills, and experienced with multitasking on multiple projects and tasks
  • Organized, pragmatic, and personable with very clear and efficient communication style
  • Experience working in a fast-paced role, flexible to changing needs
  • Identify and implement projects, and process changes to ensure continuous improvement
  • Pro-active, self-motivated, with the ability to work independently to complete tasks

 

Added bonus if you have:

  • Associate’s Degree or higher
  • Japanese speaking/translation would be a plus but not required
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