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Senior Executive Assistant

2 months ago

Waller, Texas, United States DAIKIN COMFORT TECHNOLOGIES MFG LP Full time
Job Overview

Fluency in Japanese and English is required.

Key Responsibilities:

  • Oversee and organize executive calendars, including travel arrangements and conference scheduling.
  • Manage incoming calls, directing them to the appropriate executives and taking messages as necessary.
  • Welcome visitors and guests professionally.
  • Handle correspondence, including emails, faxes, and traditional mail, ensuring timely distribution.
  • Review and assess documents, letters, and agendas to determine their importance; forward them to relevant personnel promptly.
  • Compile reports, gather and analyze data, and create presentations.
  • Utilize historical data effectively.
  • Document meeting discussions and prepare minutes.
  • Maintain office supply inventory and anticipate future needs; place orders as required.
  • Ensure the functionality of office equipment and arrange for repairs when necessary.
  • Proficient in Microsoft Access, Word, Excel, and Outlook.
  • Assist in financial coordination and budget preparation.
  • Train administrative staff on company policies and procedures, and assist in setting up new employees' computers.
  • Draft executive responses to routine correspondence.
  • Provide general clerical support to various departments.
  • Delegate tasks to other staff members as appropriate.
  • Engage with customers to resolve any issues they may encounter.
  • Document customer complaints and develop solutions; escalate unresolved issues to executives.
  • Perform additional duties as assigned.

Position Scope:

  • Utilizes practical knowledge typically gained through advanced education and relevant work experience.
  • Encouraged to pursue continuous improvement.
  • Handles a variety of primarily straightforward tasks.
  • Works independently with general oversight.
  • Encounters challenges that are difficult but generally not complex.

Required Skills:

  • Demonstrates a strong work ethic, professionalism, and resourcefulness.
  • Excellent relationship-building and interpersonal abilities.
  • Outstanding written and verbal communication skills.
  • High proficiency in Microsoft Word, Excel, and PowerPoint is essential.
  • Exceptional attention to detail.
  • Ability to interact professionally with both internal and external stakeholders.
  • Exhibits discretion regarding sensitive and confidential information.
  • Capable of learning quickly, working independently, and managing multiple tasks in a deadline-driven environment.

Experience Requirements:

  • 6-8 years of experience in administrative support roles.

Educational Background:

  • High school diploma or GED equivalent.
  • Associate's degree in business or a related field is preferred.
  • Fluency in both Japanese and English (written and verbal) is mandatory.

People Management: None

Physical Requirements / Work Environment:

  • Must be able to perform essential job functions with or without reasonable accommodations.

Reports To:

  • Director, VP, or SVP (occasionally may report to CEO/CFO).