Job Description

Japanese company in NC seeks Japanese Bilingual Executive Assistant provides high-level administrative support to the CEO and Executive Leadership Team, acting as a trusted partner to streamline operations, manage strategic initiatives, and facilitate executive communications. This role requires a high degree of discretion, organizational agility, and the ability to anticipate the needs of senior executives in a fast-paced environment.

Essential Duties and Responsibilities:

Executive Support & Strategic Coordination

• Manage complex and shifting executive calendars, prioritizing time-sensitive engagements and aligning schedules with strategic objectives.

• Prepare polished reports, presentations, and communications for internal and external audiences, maintaining a high standard of accuracy and professionalism.

• Serve as a liaison between executive leadership and internal/external stakeholders, ensuring alignment and clarity on critical initiatives.

• Handle highly confidential information with integrity, ensuring the utmost discretion in all matters.

Meeting & Leadership Coordination

• Plan, coordinate, and execute executive meetings, including agenda development, material preparation, detailed note-taking, and post-meeting action item tracking.

• Support strategic planning and decision-making processes by gathering relevant data and developing executive-ready summaries and recommendations.

Travel, Event & Logistics Management

• Coordinate complex international and domestic travel itineraries, optimizing logistics for efficiency and executive comfort.

• Manage executive participation in key conferences, board meetings, and leadership events, ensuring timely preparation and impactful engagement.

• Process expense reports and track executive budgets to ensure compliance with company guidelines.

• Provide relocation coordination support, including real estate visits, school research, and integration support for relocating executives.

Special Projects & Process Improvement

• Lead or support cross-functional initiatives that enhance organizational effectiveness, streamline operations, and elevate the executive office's impact.

• Recommend and implement process improvements, tools, and systems that improve administrative workflows and executive productivity.

• Partner with HR to support immigration processes by gathering documentation for visa applications, renewals, and compliance.

Office & Stakeholder Engagement

• Serve as a primary point of contact for high-level partners and guests, ensuring polished, professional, and strategic representation of the executive office.

• Oversee select office operations and manage logistics for executive meetings, visits, and engagements with VIPs.

Education, Certifications and/or Work Experience Requirements:

• High school diploma or equivalent; Associate’s degree or higher preferred.

• 5+ years of experience working with and supporting Executives and Senior management.

• Experience managing confidential business matters with professionalism and discretion.

Skills/Knowledge Requirements:

• Strong Communication: Fluent in English and Japanese; excellent written, verbal, and interpersonal skills. Japanese is a plus.

• Exceptional Organizational Skills: Ability to manage multiple priorities and deadlines seamlessly.

• Strategic Thinker: Proactive problem solver who anticipates needs before they arise.

• Tech-Savvy: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management or collaboration tools is a plus.

• High-Level Discretion: Demonstrates trustworthiness in handling sensitive business information.

• Adaptability & Initiative: Thrives in a fast-paced, evolving environment and takes the initiative in optimizing executive workflows.

Physical Requirements:

Ability to consistently perform the essential job functions safely and successfully with the ADA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.

Back Office:

• Mostly sedentary positions that require prolonged sitting, generally in an office environment.

• Duties involve attention and concentration to meet deadlines but limited physical effort.

• Demands of the position are primarily mental; requires some application of manual skills, mostly reflexive actions.

• Must be able to talk, listen and speak clearly on telephone or meetings.

• Requires general hand and eye coordination to handle routine administrative and/or productivity tasks.

All Staff:

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state, and local standards.

Work Model:

Full In-office: This role can only be performed at office and are ineligible for remote work . This position is responsible for operational duties and providing critical infrastructure or services that require physical presence at office.

Work Authorization & EEO Statement:

Legal work Authorization requirements and statement on Equal Employee Opportunity:

WORK AUTHORIZATION:

Must be able to provide proof of eligibility to work in the United States at the time of hire and pass a successful background check.

To apply, please email your resume to xjiang@pasona.com

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