Executive Assistant to Vice President and R&D

Location Type: Not Specified

Industry:

Company: Sakata

JOB SUMMARY: The Executive Assistant plays a critical role in enhancing the efficiency, productivity, and effectiveness of the Vice President and the Director of Research and Development. This position provides strategic and administrative support to these executives, enabling them to focus on high-level initiatives and decision-making. As a trusted advisor, the Executive Assistant demonstrates exceptional autonomy, initiative, and a deep understanding of the Executive and Research and Development functions. This role actively contributes to shaping the strategic direction of the Executive and Research and Development infrastructure, driving their success and supporting the achievement of long-term goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Calendar Management: Proactively manage and optimize both leaders’ calendars by scheduling, organizing, and prioritizing meetings and events to align with organizational goals and strategic objectives.
• Communications: Serve as a central point of contact for both leaders’ communications, effectively managing, prioritizing, and responding to correspondence. Draft and review communications with a professional and prompt approach.
• Travel Arrangements: Coordinate comprehensive travel plans, including booking flights, accommodations, and ground transportation, ensuring seamless alignment with both leaders’ preferences. Prepare detailed itineraries and compile all necessary travel documentation.
• Task Prioritization: Enhance both leaders’ productivity by prioritizing tasks, managing deadlines, and providing timely reminders for critical commitments and responsibilities.

Information Management:

• Meeting and Report Preparation: Coordinate all logistics for both leaders’ meetings, including preparing agendas, compiling materials, capturing detailed notes, and executing timely post-meeting follow-ups. Conduct research and gather information to ensure both leaders are well-prepared for discussions and decisions.
• Confidential Information Management: Handle sensitive information with the utmost confidentiality, managing and organizing documents and data to enhance both leaders’ operational efficiency.
• Financial Oversight: Collaborate with the finance team to monitor budgets and financial performance, providing both leaders with detailed analysis to support strategic decision-making. Manage CAPEX project reporting and ensure timely updates.
• Document Organization: Maintain and systematically organize both leaders’ functional files and information for seamless access and retrieval, supporting operational effectiveness.

Stakeholder Management:

• Japan and Board Relations: Assist the Senior Manager of Corporate Administration in preparing comprehensive materials for board meetings and shareholder communications.
• Relationship Management: Serve as a key liaison between the Vice President, the Director of Research and Development, and internal and external stakeholders. Foster positive relationships and assist both leaders in building a strong network across Sakata and with external partners to enhance collaboration and partnerships.

Specialized Responsibilities:

• Gatekeeping: Manage access to both leaders by efficiently handling meeting requests, prioritizing incoming communications, and ensuring their time is optimized for strategic priorities.
• Executive Presence: Act as a representative for both leaders, serving as a primary point of contact for stakeholders in their absence and maintaining a professional presence.
• Compliance: Keep both leaders informed of legal and compliance matters, ensuring they are well-briefed on regulatory requirements and organizational policies.
• Strategic Planning: Collaborate with both leaders on long-term planning, goal setting, and the development and execution of strategic initiatives to achieve organizational objectives.

Additional Support:

• Leadership Team Support: Provide dedicated support to both leaders’ functional leadership teams by facilitating efficient information exchange, maintaining and updating global reports, and managing functional calendars to ensure alignment with organizational priorities.
• KPI Reporting: Prepare and distribute monthly KPI reports to monitor and evaluate the activities and performance of the leaders’ functional leadership teams.
• Event Coordination: Plan, schedule, and coordinate events and meetings, ensuring all logistics, materials, and supplies are organized for seamless execution.
• Professional Development: Invest in personal and professional growth by participating in workshops, educational programs, and other learning opportunities to enhance expertise and value.
• Process Improvement: Collaborate with both leaders to identify and implement innovative administrative process improvements, leveraging technology to drive efficiency and effectiveness.
• Additional Duties: Take on additional responsibilities and contribute to special projects and initiatives as needed to support organizational success.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Confidentiality: Maintains the highest levels of discretion and confidentiality when handling sensitive information.
• Attention to Detail: Demonstrates exceptional attention to detail and ensures accuracy across all assigned tasks.
• Effective Communication: Demonstrates exceptional communication skills, including outstanding oral, written, and interpersonal proficiency, with a strong command of business English, including spelling, punctuation, and grammar, while consistently presenting a professional demeanor in all interactions.
• Resilience: Exhibits resilience and composure by thriving under pressure, effectively managing high-stakes projects, tight deadlines, and strict performance expectations with professionalism and focus.
• Autonomy: Effectively prioritizes tasks and operates independently with self-motivation and high initiative.
• Efficiency: Excels in organizational and time management capabilities with a proactive work ethic.
• Emotional Intelligence: Demonstrates emotional intelligence (EQ) and maturity by managing emotions effectively, fostering collaboration, resolving conflicts, and building positive relationships while displaying emotional stability, adaptability, cultural and gender sensitivity, and integrity in all interactions.
• Strong Interpersonal Skills: Skilled in building effective relationships with management, colleagues, and the public, demonstrating cultural sensitivity and cross-cultural interaction capabilities.
• Resourcefulness: Exhibits decisiveness, a results-oriented mindset, and innovative problem-solving abilities.
• Technical Proficiency: Advanced expertise in Microsoft Office Suite and adept use of computer software and electronic communication tools for office operations.
• Analytical Expertise: Demonstrates strong business analysis and coordination capabilities, including expertise in data analysis and project management tools.

EDUCATION/EXPERIENCE/BACKGROUND:

• Education: A Bachelor’s degree (BA or BS) in a related discipline is required.
• Administrative Experience: A minimum of 5 years of administrative support experience is required, showcasing strong organizational skills and the ability to handle complex tasks and competing priorities effectively.
• Industry Experience: Experience in a relevant sector, such as seed, ornamentals, or produce, is highly desirable.
• Language Proficiency: Proficiency in multiple languages, such as English and Japanese or English and Spanish, is preferred but not required.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Must be able to sit for long periods.
• Must be able to work at a computer terminal for long periods.

• Must be able to travel periodically throughout the year.

• Must be able to work long and/or irregular hours.

COMPENSATION & BENEFITS:

• Salary: $80,000-$90,000 per year
• Medical, Dental & Vision Insurance coverage for employees and their families
• Basic Life & AD&D Insurance
• 401k program with company match
• Profit Sharing program (via 401k)
• Holiday & Performance Incentive Bonus program
• Paid Vacation: 10 days per year to start, increases with tenure
• Sick Leave: 1 hour accrued per 30 hours worked for first 30 days, 6.67 hours per month thereafter.
• 14 paid company holidays, 2 floating holidays & birthday off
• Paid Family Leave: 15 days after 12 months of service for FMLA qualifying events
• Company provided EAP
• Company provided subsidy for health/fitness clubs & apps