Executive Assistant – High-Level Administrative Support

About Us
We’re looking for a proactive and detail-oriented Executive Assistant to join our team and provide high-level administrative support. This role requires someone with exceptional organizational skills, an eye for detail, and the ability to manage a wide range of responsibilities. You’ll be acting as a true right-hand person, handling everything from managing communications to overseeing projects, allowing us to focus on strategic goals and big-picture priorities.
Responsibilities:

Communication Management: Handle emails, draft responses, flag important messages, and maintain communication on behalf of the executive.
Calendar and Scheduling: Manage and coordinate meetings, appointments, and events. Set reminders, adjust for scheduling conflicts, and ensure you’re prepared with relevant materials.
Travel Arrangements: Research and book travel, accommodations, and transportation, and prepare detailed itineraries for seamless travel experiences.
Project Coordination: Track ongoing projects, manage tasks and deadlines, prepare reports, and ensure projects are completed on time.
Meeting Support: Attend meetings, take notes, and summarize key points. Follow up on action items and keep documentation organized.
Research and Analysis: Conduct research on relevant topics, compile data, create summaries, and assist with report preparation for decision-making.
Customer and Client Relations: Interact with customers and clients, address inquiries, and resolve issues, building and maintaining strong relationships.
Financial Oversight: Manage expense reports, reconcile budgets, and keep financial records organized.
Personal Assistance: Arrange personal appointments, coordinate with service providers, handle personal errands, and arrange family events or vacations.
Social Media and Public Relations: Help manage professional social media presence, engage with followers, and coordinate with PR efforts.

Required Skills:

Proactive Problem-Solving: Anticipate needs and address challenges before they arise.
Tech-Savvy: Proficiency in Microsoft Office, Google Workspace, and project management software.
Excellent Communication: Clear, professional, and effective written and verbal communication.

Preferred Qualifications:

Previous experience as an Executive Assistant or in a similar high-level administrative role.
Bilingual in Japanese and English is a plus, as this may involve communication across both languages.
Discretion and ability to handle confidential information with care.
Strong organization and multitasking skills, with a keen eye for detail.

Requirements:

A reliable computer and internet connection.
Availability during business hours (Pacific Standard Time).
Ability to work independently and take initiative.

Compensation:

Competitive pay based on experience.
Flexible hours and opportunities for professional growth.

If you’re a dedicated, organized, and resourceful individual ready to take on a key support role, we’d love to hear from you. Please submit your resume and a brief cover letter outlining your experience and why you’re an excellent fit for this role.