Executive Assistant

Role Overview

This position supports senior leadership by keeping schedules, communications, travel, and administrative workflows organized and moving efficiently. The role requires discretion, strong judgment, and the ability to handle confidential matters while keeping executive priorities on track.

Key Duties

• Manage the executive calendar by planning, prioritizing, initiating, and arranging meetings and work commitments; the role includes authority to set up meetings independently.
• Prepare meeting support materials on your own initiative, including agendas, charts, graphs, and other presentation assets, and follow up on action items after meetings.
• Answer calls and inquiries and resolve both routine and more complex matters as needed.
• Serve as the main contact for the executive’s direct reports and other internal stakeholders on requests and projects, including sensitive and confidential matters.
• Organize information flow by handling incoming mail and related correspondence, drafting, updating, distributing, tracking, and following up on communications.
• Review outbound documents for accuracy, formatting, policy compliance, internal consistency, and required approvals before routing invoices, expense reports, check requests, or signature-based forms.
• Maintain organized files and records.
• Arrange on-site and off-site meetings for small or large groups, including vendor coordination, participant scheduling, and travel planning when needed.
• Support trade show and event planning activities such as booth scheduling and hospitality coordination.
• Collect and research information for reports and prepare or reconcile detailed analyses requested by executive leadership.
• Handle follow-up and coordination tasks when the executive is unavailable.
• Stay current on modern administrative practices and productivity tools that improve executive support.
• Coordinate executive travel, including international business trips if required.
• Ensure the executive has timely access to the latest and most accurate information at all times.
• Act as a liaison for legal and Human Resources topics when assigned.
• Provide administrative support to other executive staff, Board members, Japanese staff, and other affiliated company teams as needed.
• Take on additional special projects as assigned.

Experience and Capability Requirements

• High-level discretion, sound judgment, diplomacy, and professionalism when dealing with sensitive and confidential business matters.
• Solid understanding of how a large organization operates, including corporate protocols and functional responsibilities.
• Excellent business communication abilities, including writing, editing, grammar, proofreading, and confident verbal and interpersonal communication.
• Strong professionalism in interactions across all levels of the organization.
• Advanced use of common office tools such as Microsoft Word, Excel, and PowerPoint.
• Ability to manage competing priorities, adapt quickly, anticipate needs, and respond to shifting deadlines.
• Willingness to work overtime or on short notice when business needs require it.
• Strong attention to detail, proactive follow-through, and dependable ownership of tasks.
• Comfort working both independently and as part of a team.
• Bachelor’s degree in business or a related area, or an equivalent qualification.
• At least 7 years of professional administrative support experience, including senior or executive-level support.

Compensation

The role offers an annual salary range of $73,200 to $117,800, depending on experience and qualifications.

Additional Notes

This is a full-time onsite position based in California, United States. The work may occasionally require foreign travel, overtime, and last-minute schedule changes.