Executive Assistant, Level 2

4 weeks ago

Waller, United States Daikin Full time

The Executive Assistant, must be bilingual Japanese/English, and will assist top level executives with executive level administrative support such as providing clerical administration, receiving clients and visitors, arranging travel and correspondence, managing executive's meetings and calendar, developing and preparing presentations and reports, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff.

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)

Qualified Applicants must be legally authorized for employment in the United States. Qualified applicants will not require employer sponsored work authorization now or in the future for employment in the United States.

The Company provides equal employment opportunity to all employees and applicants regardless of a person's race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.

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