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Executive Assistant, Level 2
1 month ago
Must be Bilingual Japanese/English
May include:
- Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Answer and direct calls to appropriate executives and parties and take messages when needed.
- Greet visitors.
- Open, sort, and distribute correspondence, including email, faxes, and snail mail.
- Read and analyze submissions, letters, agendas, memos and determining significance; forward appropriate personnel in a timely and efficient manner.
- Prepare reports, collect and analyze information and prepare presentations.
- Develop and utilize historical information.
- Record meeting discussions and provide minutes.
- Maintain inventory of office supplies and anticipate office supply needs; place orders when necessary.
- Ensure operation of office equipment, order maintenance when necessary.
- Proficient in Access, MS Word, Excel, Outlook.
- Coordinate finances and assist with budget preparation.
- Train clerical staff in policies and procedures and arrange for the set-up of new computers for new employees.
- Prepare executive responses to routine memos, letters, or correspondence.
- Provide clerical and general office support to other offices.
- Delegate tasks and responsibilities to other staff members when appropriate.
- Interact with customers when appropriate and problem solve any issues they might have.
- Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
- Perform additional duties as required.
Nature & Scope:
- Applies practical knowledge of job area typically obtained through advanced education and work experience
- Encouraged to seek continuous improvements
- Performs a range of mainly straightforward assignments
- Works independently with general supervision
- Problems faced are difficult but not typically complex
Knowledge & Skills:
- Possess a strong work ethic - polished/poised and resourceful.
- Strong relationship building and interpersonal skills.
- Exceptional written and verbal communication skills.
- High proficiency in Word, Excel and PowerPoint required.
- Tremendous attention to detail.
- Possess the ability to interact professionally with internal and external personnel throughout the Company.
- Exhibit an excellent sense of discretion regarding highly sensitive and confidential information.
- Possess the ability to learn quickly, work independently and prioritize multiple tasks in a deadline driven environment.
Experience:
- 6-8 years administrative support
Education/Certification:
- High school diploma or GED equivalent.
- Associate’s degree in business / related field is preferred.
- Must be fluent (written and verbal) in Japanese and English
People Management: No
Physical Requirements / Work Environment:
- Must be able to perform essential responsibilities with or without reasonable accommodations
Reports To:
- Director, VP, or SVP (At times possibly: CEO/CFO)
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