Executive Administrative Assistant Jobs

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO as well as the Chairman when visiting. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

DUTIES AND RESPONSIBILITIES

• Participate on inter-department team planning projects.
• Coordinate with IT, Facilities and external venues for offsite meetings.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Work with executive team regarding process for calendar management, document preparation, meetings, presentations, travel and other team management and communication items.
• Provide hospitality to all guests and help to create a welcoming environment.
• Manage petty cash reimbursements and reconciliation.
• Coordinate with IT, Facilities and external venues for offsite meetings and workshops and support staff meetings and events as needed.
• Support SharePoint Administration for the Office of the President
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Process and distribute daily mail.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Order and control inventory of office supplies
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Coordinate and handle all logistics for meetings, workshops and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Update master phone lists, management team schedules for vacation, travel and other out-of-office activities.
• Invest in building long-lasting relationships both externally and internally.
• Support daily activities such as appointment & meeting scheduling, communication to customer(s) and staff, process mail, phone messages, and correspondence.
• Perform "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Prepare agendas, meeting notes, monthly reports and presentations for the leadership team.
• Attend customer meetings; develop agenda, take minutes, provide follow up as requested.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Other projects/duties as assigned for the overall benefit of the organization.
• Provide event management support as requested.
• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Requirements:

• Strong organizational skills in prioritization, creative thinking, and acting independently
• Advanced written and verbal communication skills
• Strong interpersonal skills
• Advanced skills in Microsoft office products
• Bachelor's degree or equivalent work experience
• Language Requirements: Bilingual in both Japanese and English (written and verbal)
• Advanced level of confidentiality
• 5 or more years in an executive level assistant role