Executive Administrative Assistant

Industry: Administration/Accounting (Finance)

Company: Ajinomoto Foods North America

Overview

Completes a broad variety of administrative tasks, and special projects for the CEO including: managing an extremely active calendar of appointments; scheduling and supporting meetings; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; occasionally communicating with the Ajinomoto Corporate office as requested, and compiling documents or other information for various meetings. (The EAA may be asked to assist the CEO and his family with some personal tasks due to their recent arrival in the USA.)

Responsibilities

• Plans, coordinates and ensures the CEO’s schedule is followed and respected, acts as the “schedule gatekeeper”. This support is critical to ensuring a culture of “open door policy” with the CEO, helping people get the access they need to do their work effectively, while still ensuring the CEO can effectively manage personal time and work responsibilities.
• Communicates directly, and on behalf of the CEO, with others on matters related to the CEOs initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO and other executives or functional leaders; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
• Provides leadership to build relationships crucial to the CEO’s success, and manages a variety of special projects for the CEO.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assists the CEO, and at times the CEO’s family, with travel arrangements, lodging, and meal planning as needed. May be assigned to assist other company Senior Executives with travel, expenses and related matters.
• Acts as facilitator for fulfilling Ajico HQ reporting requests for areas where the CEO is the “responsible executive”.
• Maintains discretion and confidentiality.

Qualifications

• Bachelor’s degree required and five years supporting C-Level Executives, OR an equivalent combination of education and experience.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other related software products.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders at all levels of the organization, including staff, board members, external partners and vendors.
• Expert level written and verbal communication skills
• Japanese proficiency a plus
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Bilingual Japanese preferred
• $90,000 to $100,000