Overview Job code:
Position Summary:
The Executive Administrative Assistant will provide high-level support to the President, Executive Team, YMMC Japanese Staff, and visiting YMC/YMPC members. This role also includes managing company vehicles, overseeing the expense system, and providing assistance to other YMMC members as needed.
Responsibilities Job Responsibilities:
- Provide executive-level administrative support for daily activities.
- Schedule and coordinate meetings for executives and other team members as required.
- Maintain and manage records for Japanese staff and their families, including both business and personal documentation.
- Update and track monthly payroll changes for Japanese staff to report to YMUS.
- Ensure compliance with and update the YMMC Japanese Staff Guideline as needed.
- Oversee and troubleshoot the automated expense system.
- Review and process all expense reports for payment.
- Process purchase requisitions and vendor payments.
- Manage company vehicles, including coordinating the use of pool cars for YMMC members.
- Oversee corporate apartments and houses, ensuring proper maintenance and usage.
- Assist employees in obtaining passports and visas when necessary.
- Negotiate and maintain contracts with local hotels and travel service providers.
- Reconcile and manage the petty cash account.
Qualifications Education / Experience:
- High School Diploma or GED required
- Associate degree or equivalent experience.
- 10+ years of experience supporting executive-level management in a large manufacturing organization.
Other Required Skills:
- Excellent communication and organizational skills.
- Strong proficiency in Microsoft Office products.
- Ability to multitask and manage multiple priorities effectively.
- Bilingual in Japanese and English (required).