Summary Responsible for providing administrative and clerical support to senior executive management. Requires thorough knowledge of company operations, policies, and procedures. Handles details of a highly confidential and critical nature. Collects and prepares information for executive's use in discussions/meetings with executive staff and outside individuals. Coordinates and helps organize company events and/or company relations. May act as committee secretary for corporate committees. A successful candidate for this role will be an individual who thrives on working with a dynamic team, is comfortable with challenges of coordinating across multiple time zones to accommodate our distributed workforce and excels at building strong relationships. 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.

Salary Range: $54,000 - $69,000

Toshiba America Electronic Components, Inc

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