Summary

Essential Duties and Responsibilities

• Provides administrative support to the President & CEO and other senior managers as needed.
• Ability to work autonomously on assignments and handle sensitive and confidential information with integrity, discretion and professionalism.
• Maintains executive’s schedule by planning and scheduling meetings, conferences, teleconferences and preparing leadership meeting agendas etc.
• Responsible for extensive travel booking, accommodation coordination for Leadership team and prepare expense reports for Leadership team.
• Oversees expense tracking for leadership team and ensure expense goals for each fiscal year are met.
• Works closely with the CEO and other leadership to keep them informed of upcoming commitments and responsibilities, follows up appropriately.
• Maintains effective and professional verbal and written interactions with peers, stakeholders, supervisors, and other staff.
• Demonstrates the ability and willingness to manage new assignments, changes in procedures and business requirements. Proactively takes responsibility for Admin tasks and follows through on all action items.
• Anticipate the business needs of the leadership team and proactively formulate and evaluate solutions and/or recommendations to help meet deadlines and achieve strategic goals.
• Schedules and assists in the planning and preparation of company activities and meetings throughout the year.
• Maintain organization charts, processes changes and updates information as required.
• Oversees expense tracking for leadership team and ensure expense goals for each fiscal year are met.
• Assist and manage the health benefit programs, fringe benefit expenses and other re-location related programs/expenses for Japanese expats.
• Issue and manage company credits to Senior Management and other TAEC employees as requested by HR. Manage the cancellation of credit cards when employees terminate employment.
• Tracks expenses; provides information to payroll in Year-End Tax Adjustment process for expatriates.

Requirements

• Proven experience (5+ years) as an executive administrative assistant or senior administrative role, preferably supporting C-level executives.
• Japanese and English, verbal and written fluency, required.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Exceptional attention to detail and accuracy, with strong proofreading and editing skills.
• Strong interpersonal and communication skills, with the ability to interact effectively with individuals at all levels of the organization.
• Proficiency in using office productivity software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools.
• Strong ethics and integrity, with a commitment to always maintaining confidentiality and professionalism.
• Experience with Travel booking systems and expense management tools is required.

Education

• Bachelor’s degree in business administration, communications, or a related field.
• Relevant certifications or additional training in executive support is a plus.