Executive Assistant **(Bilingual Japanese-English)**

Executive Assistant •(Bilingual Japanese-English)•Union City, CA Job Details Full-time From $28 an hour 1 day ago Benefits Health savings account Health insurance Dental insurance 401(k) Tuition reimbursement Paid time off Parental leave Employee assistance program Vision insurance 401(k) matching Life insurance Referral program Retirement plan Qualifications Computer operation Microsoft Excel Microsoft Outlook Computer literacy Writing skills Executive administrative support English Japanese Research Calendar management Translation Meeting agenda preparation Travel planning

Full Job Description SCOPE:

Under the guidance of the President and COO, the Executive Assistant provides administrative and operational support to the President and COO, ensuring the smooth execution of day-to-day business and organizational priorities. This role serves as a key point of coordination, communication, and confidentiality, managing schedules, correspondence, and critical information on behalf of executive(s). In collaboration with the President and COO, this role is responsible for overseeing major facility operations across the organization's physical premises, ensuring efficiency and compliance to support business continuity and staff productivity. It also manages facility-related projects and implements policies that promote a functional, sustainable work environment. Furthermore, this position provides comprehensive administrative and operational support to the Legal and Risk Management functions within the organization. This role assists in maintaining contracts, documentation, and insurance records to ensure that the company's operations align with regulatory and corporate standards. This role must exhibit a high level of attention to detail, initiative, a strong work ethic, the ability to multi-task and a superior ability to communicate effectively, both verbally and in writing.

ESSENTIAL JOB FUNCTIONS

Executive Assistant Coordinates and keeps track of the President's calendar and prioritizes appointments. Makes travel arrangements for the President and prepares expense reports for processing by accounting and updates accordingly for the President Collaborates with the President to plan and oversee major facility projects and keeps the President informed on progress and key developments. Prepares quarterly business presentations on PowerPoint in English and Japanese. Prepares and edits emails, memos, and other documents for the President. Files and organizes confidential documents and materials. Provides support in board-related documents. Conducts research and collects and analyzes data upon the President's request. Attends meetings with, or in place of, the President and takes meeting notes and minutes. Performs E/J and J/E translations as requested by the President. Provides support to other executives and managers at the request of the President. Performs other duties as requested by the President. Legal and Risk Administration Coordination Assists with maintaining legal and contract documentation. Coordinates insurance certificates, claims documentation, and renewals. Coordinates communication between internal departments and external partners, insurers, and legal counsel. Maintains organized filing systems for legal and insurance. Ensures confidentiality and accuracy in handling sensitive information. Reports directly to the President and COO and performs all duties under his guidance, in coordination with relevant departments.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties are performed while sitting at a desk for a long period of time, utlizing standard office equipment such as computer, photocopier or telephone. Walking or standing within the office, warehouse and shipping/receiving areas is required. Bending, climbing, stooping, kneeling and pushing regularly may be required.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Within the Office, Inspection Lab and/or Repair Room, the employee may be exposed to sharp objects, small tools, various testing and other medical equipment. The noise level in the work environment is usually low to moderate.

MINIMUM QUALIFICATIONS

- The qualifications below are the knowledge, skills, and abilities required to do this job. Must be computer literate and be able to clearly communicate verbally and in writing. Proficient in Microsoft Office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS AND ABILITIES

: 1. Associate degree or an equivalent combination of education and relevant experience 2. Strong written and verbal communication skills and excellent interpersonal abilities 3. Proficiency in the Japanese language 4. Ability to work proactively, with minimum instructions by the supervisor 5. Detail-oriented and organized 6. Ability to exercise discretion and handle confidential information confidentially 7. Ability to demonstrate trustworthiness 8. Experience in

Microsoft Words, Excel, PowerPoint and Outlook Pay:

From $28.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time off Parental leave Referral program Retirement plan Tuition reimbursement Vision insurance

Language:

Japanese (Required) Ability to

Commute:

Union City, CA 94587 (Required) Ability to

Relocate:

Union City, CA 94587: Relocate before starting work (Required)

Work Location:

In person