A global import export trading company active in a wide range of commercial ventures across the Americas. Our operations span raw material and product distribution, logistics, urban and industrial development, infrastructure, real estate, and investment in various sectors including energy, automotive, construction, life sciences, and more.

Position Summary:
We are seeking a highly organized and bilingual (Japanese/English) Administrative Assistant to provide timely and efficient support to senior executives and the Corporate Planning department. The role involves a wide array of administrative and planning support tasks to ensure smooth departmental operations and executive functioning.

Key Responsibilities:

Executive & General Administrative Support:

• Manage CEO & CSO schedules, coordinate meetings, and handle calls and correspondence.
• Arrange domestic and international travel, prepare itineraries, and process related expenses.
• Coordinate business entertainment logistics (venue, menu, invitations) and maintain associated records.
• Support internal event planning, executive gift selection, condolence letters, and holiday mailings.
• Manage executive private club memberships and associated data.
• Provide IT equipment support and maintain executive contact databases.
• Assist with smooth executive transitions and changes.

Corporate Planning Support:

• Schedule and manage internal meetings and video conferences.
• Send internal communications via email and intranet.
• Maintain the department’s intranet presence.
• Assist team members and guests with travel and hospitality arrangements.
• Submit departmental expense reports.
• Order supplies, manage mail, filings, guest registration, and ad hoc office tasks.

Required Qualifications:

• Bilingual in Japanese and English (reading, writing, speaking)
• 3+ years of experience as an administrative assistant or support staff
• Bachelor’s degree or equivalent experience
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Adobe, and basic accounting software
• Strong interpersonal skills and ability to work cooperatively in a team environment
• Flexibility to be in-office at least two days per week when executives are present
• Willingness to take on diverse and evolving tasks

Physical Requirements:

• Must be able to sit at a desk and work on a computer for extended periods
• Occasional lifting of items up to 15 pounds
• Regular in-office presence (at least 2 days/week) required