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Executive Assistant and Business Manager

3 months ago

Torrance, California, United States New Business Project (startup phase) of a Global Food Manufacturing Company based in Japan Full time

■About the company

As an innovator of food, we have launched a new brand in the health and wellness space that focuses on meals with optimized nutrition.

With this new concept / product, consumers will be able to take in all 33 essential nutrients needed per meal, in a well-balanced manner.

Given the success thus far in Japan we are preparing to expand this business internationally. The new business will incorporate local resources, including supply chain and production.

■About the Role:

The Executive Assistant and Business Manager role is responsible for being an extension of our CEO and Leadership Team. The EA/BM is a highly trusted advisor to the CEO who has a strong executive presence and has proven success interacting with internal and external stakeholders. The EA/BM is fluent in both Japanese and English with a deep understanding of both cultures from a business and social perspective. The EA/BM is extremely detail-oriented, insanely proactive and absolutely loves completing tasks effectively and efficiently. The typical day is... atypical. You are bringing order to all aspects of the day.

▲Responsibilities:

Executive Support:

  • Maintain and manage high volume scheduling requests for the Leadership Team: calendar management, scheduling appointments, meetings, and conference calls
  • Handle incoming correspondence, emails, and phone calls, prioritizing and responding as necessary
  • Prepare meeting agendas, materials, and presentations, ensuring accuracy and professionalism
  • Coordinate travel arrangements and itineraries for the CEO & Leadership Team
  • Serve as the primary point of contact for internal and external stakeholders, relaying messages and inquiries to the appropriate parties
  • Attending important meetings held in Japanese and interpreting for the CEO, as well as interpreting English meetings in Japanese for the Leadership Team
  • Assist in drafting, formatting, and proofreading correspondence, reports, and other documents and translating from English to Japanese and from Japanese to English.

Business Management:

  • Monitoring call center and fielding consumer feedback to successful resolution
  • Monitoring social media channels and engaging with influencers to facilitate content and develop consumer engagement and loyalty
  • Point of contact for sales broker and order management, billing and payments.
  • Coordinate the creation and distribution of marketing materials, including presentations, documents, and newsletters.
  • Collaborate with external vendors and consultants

Event Coordination and Special Projects:

  • Support the planning and execution of special events: Japan HQ meetings and presentations.
  • Assist in the coordination of logistics for meetings and events, including venue selection, catering, marketing and materials preparation
  • Collaborate with team members on ad-hoc special projects and initiatives as needed

Office Management

  • Ensure the office is well maintained: clean, stock the fridge, maintain equipment, organize collateral, routinely order meals and refreshments as needed
  • Ability to review and book guest reservations and ensure plans
  • Designing and deciding on team and shareholder welcome gifts, holiday gifts and more

▲Requirements:

  • Bachelor's Degree
  • Fluency in English and Japanese with a strong understanding of both business and social cultures
  • 2-5 years of experience as an EA and/or Business Manager, marketing or event coordinator in the corporate space, or highly relevant experience
  • Role is based in Torrence, CA