Administrative Assistant (Japanese Language)

Roles & Responsibilities:

Seeking a highly organized and proactive Executive/Administrative Assistant to provide dedicated support to our senior leadership team. This role is essential in ensuring seamless day-to-day operations managing complex schedules coordinating travel and meetings and serving as a key liaison across departments.

Provide dedicated support to three senior executives overseeing middle and back-office functions
Managing schedule and calendar through Outlook
Collaborate with other Executive Assistants to align priorities and maintain seamless scheduling
Arrange and book business travel client meetings customer events conference calls and reserve meeting rooms or external venues as needed
Handle expense reporting and reconciliation for travel meetings industry events client entertainment and gifts using CONCUR and COUPA
Order business cards submit maintenance requests and manage office supplies procurement
Coordinate food and beverage services for client meetings and make business dinner reservations
Support travel arrangements for senior executives visiting New York from the Tokyo head office

Qualifications:
Bachelors degree in business administration Communications or a related field (preferred)
This position is an on-sight position (277 Park Avenue) remote work may be permitted with prior approval
Occasional need to work longer weekday hours and/or to deal with issues on weekends if needed

Skills:
Strong collaboration skills and the ability to build positive relationships with other EAs
Proficy in Japanese and excellent written and verbal communication skills in English required.
Basic PC literacy including Microsoft Word Excel Power Point PDF tools
Familiarity with CONCUR and COUPA preferred
Ability to multitask and prioritize effectively in a fast-paced environment
Flexibility to accommodate ad-hoc tasks or schedule changes
A forward-thinking individual who can manage tasks independently
Exceptional attention to detail and commitment to high-quality work

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