Job Title: Senior Administrative Assistant (fluent in Japanese)

Job Description

The Senior Administrative Assistant provides dependable and proactive executive-level administrative support to a dynamic leadership team. This role focuses on anticipating departmental needs, staying informed about ongoing projects and issues, and managing meetings, correspondence, and logistics across multiple locations. The position includes primary executive support for a Group Vice President and shared support for key leaders within a Flying Mobility organization, requiring strong organizational skills, excellent communication, and fluency in both English and Japanese.

Responsibilities

• Provide primary executive administrative support to the Group Vice President, including managing daily priorities, correspondence, and confidential information.
• Deliver shared administrative support to members of the Flying Mobility leadership team, including the Vice President, Senior Executive Engineer, General Manager of Business Planning, and General Manager of Administration & Finance.
• Actively stay informed of the department’s needs, projects, issues, meetings, and key stakeholders to anticipate requirements and provide proactive support.
• Manage complex calendars for multiple executives, including scheduling, rescheduling, and prioritizing meetings across time zones.
• Coordinate meetings and conferences from end to end, including scheduling, logistics planning, agenda management, and follow-up actions.
• Arrange domestic and international travel for executives, including flights, accommodations, ground transportation, and related itineraries.
• Select and negotiate venues for meetings and events, ensuring appropriate facilities, services, and cost effectiveness.
• Prepare and organize meeting materials, presentations, and documentation using Microsoft Office and collaboration tools.
• Draft, edit, and manage communications, including emails, memos, and other written correspondence in both English and Japanese.
• Process and reconcile expenses using tools such as Concur, ensuring accuracy and timeliness in expense reporting.
• Maintain organized electronic and physical filing systems to support efficient information retrieval and record keeping.
• Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and cultural sensitivity in all interactions.
• Apply knowledge of Japanese and American business protocols to support executives and facilitate effective cross-cultural communication.
• Support departmental initiatives and special projects as needed, contributing administrative coordination and follow-through.
• Protect sensitive information and maintain discretion and confidentiality in all aspects of the role.

Essential Skills

• Proven experience as an executive assistant or administrative assistant, with experience supporting executives highly preferred.
• Written and verbal fluency in both English and Japanese.
• Knowledge and understanding of characteristics and protocols in Japanese and American business culture.
• Strong calendar management skills for multiple executives and complex schedules.
• Proficiency with Microsoft Office tools, including Excel, Word, PowerPoint, Teams, Outlook, and familiarity with Slack and Zoom.
• Experience with travel management and coordination of logistics for meetings and conferences.
• Ability to process and manage expenses using systems such as Concur.
• Excellent communication skills, with the ability to draft and edit professional correspondence.
• Strong organizational skills and a high level of attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated discretion and professionalism when handling confidential information.

Additional Skills & Qualifications

• Japanese expatriate support experience.
• Pre-1st class or above in Japanese Secretarial Proficiency Test.
• Certified Bilingual Secretary (CBS) credential.
• Pre-1st class or above in English Proficiency Test for Japanese native speakers.
• Pre-1st class or above in Japanese Proficiency Test for English native speakers.

Work Environment

This role supports operations across San Carlos, Santa Cruz, and Marina, California, with the expectation that the selected candidate resides within a commutable distance of Santa Cruz or one of the other supported locations. The position involves regular collaboration with executives and team members across these sites and may require occasional travel betw