Executive Admin Jobs

Job Title: Executive Admin
Duration: 12 months; possible extension
Location: Fort Lauderdale, FL (Onsite) - Locals only.
Pay Rate: $30-$35/hour on W2.
:

• The primary responsibility of this role is to support the Group Vice President responsible for the global support.
• Client is looking for a passionate and highly motivated Executive Admin.

What candidates will be doing:

• Manage external interactions with, and inquiries from, press/publications, industry representatives with poise and professionalism, as a primary gateway to global C-suite executives.
• Prepare Japanese translator for meetings where concurrent translation is needed.
• Transcribe interviews and highlight relevant areas under executive direction.
• Work with Japanese translator to translate documents for Woven and client.
• Coordinate complex international travel, including visa processing, air, accommodations, transfers/transportation, adherence to Covid protocols, etc.
• Execute all administrative requirements to support needs as BOD member of Woven by Client, including meeting and execution of legal requirements.
• Apply judgment with full understanding of urgency, confidentiality, and priorities of the business, routinely needing to multi-task with little to no direction.
• Be the voice for continuous improvement in approach and processes.
• Proactively manage calendar, mail and folders in multiple platforms, including Microsoft and Google, to support the needs of both Client Motor Corporation and Woven by client.
• Provide email support by monitoring messages for prioritization and appropriate response to internal/external stakeholders (dealers, media, vendors, professional organizations, etc.)
• Submit timely and accurate expense reports in multiple currencies with strong knowledge of Travel & Expense policies to ensure compliance, P-Card transactions, work time entries, process billing invoices, and purchase requisitions.
• Prepare trip packet and briefing materials, including research and itinerary, in preparation for all trips.
• Seamlessly manage multi-time zone calendaring for the executive, reflecting an understanding of organizational priorities.

Requirements:
Qualification:

• Must be located within vicinity of Ft. Lauderdale, Florida
• Experience handling external inquiries from the press, industry associations, etc. with professionalism and poise.
• Prior Client experience preferred
• Experience managing and monitoring dynamic travel schedules for domestic and international meetings
• Strong proficiency in full Microsoft Office suite (Outlook, Teams, Excel, Word, PowerPoint)
• Proven ability to work harmoniously and collaboratively
• Ability to handle highly confidential information with discretion.
• Capability to communicate effectively across cultures – e.g., coordination with Japan counterpart (in English) and other Client regional offices around the world
• Demonstrated flexibility and problem-solving orientation
• Capacity to work independently with minimal direction
• Flexibility of hours required to support global time zones.
• Excellent communication skills; written and verbal, including with non-native English speakers
• Bachelor’s Degree, or equivalent experience
• 15 plus years of proven experience successfully providing support as a with global scope and responsibility.
• Flexibility to provide support outside of traditional work hours, as needed for global meetings
• High-energy, self-motivation, and professionalism
• Minimum 10% travel required.
• Robust kaizen mindset towards process improvement
• Availability and willingness to work outside standard working hours when needed.
• Skilled and focused on prioritizing, multitasking, and demonstrating a sense of urgency and respect for deadlines, managing time effectively.
• Solid experience in handling multiple scheduling requests with speed and accuracy
• Ability to coordinate with outside CEO level administrative support
• Strong ability to learn, understand work patterns, and anticipate the needs of the executive
• Strong proficiency in Google suite (Mail, Google Meets)
• Japanese Language proficiency

Notes:

• Overtime: 30 to 40%; The normal working hours will be as per EST (local) zone, but the candidate will be required to stretch till PST zone according to the business needs.
• Manager is looking for an Executive Admin with years and years of strong experience working as Executive Administrator with CEOs, Board of Directors and similar high-level executives.
• It would be a HUGE PLUS if the candidate has bi-lingual skills and can speak Japanese as they will be interacting with CEOs, Board of Directors who are native Japanese.

Interview process:

• 45 minutes of either STAR/Video interview or an in-person interview with the Hiring Manager and other Manager.
• 45 minutes of STAR/Video interview with a team member.

Pay Range: $30 - $35
The specific compensation for this position will be determined by a number of factors, including the scope, complexity and location of the role as well as the cost of labor in the market; the skills, education, training, credentials and experience of the candidate; and other conditions of employment. Our full-time consultants have access to benefits including medical, dental, vision and 401K contributions as well as any other PTO, sick leave, and other benefits mandated by appliable state or localities where you reside or work.