POSITION SUMMARY
This position is responsible for providing executive support to the President, including schedule management, travel and meeting arrangements, and bilingual communication in Japanese and English. In addition to secretarial duties, the role also involves assisting with accounting and general administrative tasks such as expense processing and document handling. Strong coordination skills and attention to detail are essential for effective interaction with internal and external stakeholders.
RESPONSIBILITIES
Executive Assistant Duties
Manage the President’s schedule (meetings, travel, dining)
Organize and follow up on emails and communications
Arrange meetings, transportation, and reservations
Coordinate with Japan HQ (in both English and Japanese)
Assist with presentation materials and light research
Handle travel arrangements (flights, hotels, transfers)
Provide comprehensive support to ensure smooth daily operations
Administrative & Accounting Support
Assist with expense reports, petty cash, and invoice processing
Coordinate vendor invoices and internal vouchers with the accounting team
Organize and prepare documents for internal and external submission
General office administration (supplies, mail handling, etc.)
QUALIFICATIONS
Minimum 3 years of experience in administrative or executive assistant roles (industry agnostic)
Business-level proficiency in both Japanese and English (spoken and written)
Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook)
Strong attention to detail and confidentiality
Excellent interpersonal and communication skills
Ability to multitask with speed and accuracy
Must have legal authorization to work in the U.S. (visa sponsorship not available)
PREFERRED QUALIFICATIONS
Experience working in a Japanese company or Japan–U.S. business environment
Basic understanding of accounting or HR-related tasks
SALARY USD 60,000-80,000
LOCATION Newport Beach, CA (On-site work)
WHY THIS ROLE ATTRACTIVE
Work closely with executive leadership in a fast-paced business environment
Opportunity to develop broad and deep skills in administration and executive support
Flexible and empowered work style in a small, high-performing team
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