• Newport Beach, California
• Real Estate
• $60-80K
• Full Time regular employee
•  ​​​​​​​​​​​​​​9:00-18:00
•  New

Job Description

Position
Executive Assistant & Administrator

Summary
This position serves as a key function within the organization, providing direct executive support to the President while also undertaking general administrative responsibilities to facilitate and enhance internal operations.

Essential Duties
Executive Assistant to the President
​​​​​​​・Manage the President’s schedule, including coordination of meetings, business trips, and dining arrangements
・Organize and provide timely reminders for incoming emails and communications addressed to the President
・Arrange logistics for meetings, meals, and transportation
・Serve as liaison between the President and the Japan headquarters (in both English and Japanese)
・Assist with the preparation of presentations and reports, and conduct basic research as needed
・Provide comprehensive secretarial support related to all aspects of the President’s responsibilities
・Coordinate business travel arrangements (flights, accommodations, ground transportation, etc.)
・Support day-to-day operations and maintain an organized work environment to enable the President’s work to proceed efficiently
Accounting & General Administrative Support
・Assist with preliminary expense reimbursements, petty cash handling, and invoice processing
・Compile vendor invoices and internal vouchers, and coordinate with the accounting team
・Organize and manage documentation for both internal and external submission
・Handle general administrative tasks related to office operations, such as office supply management and mail handling

Working Hours, Working style
​​​​​​​​​​​​​​9:00-18:00

Working Location
Orange County, CA

Salary/Benefit
$60-80K

Holidays
​​​​​​​Saturdays, Sundays, and Major National Holidays

Qualifications
​​​​​​​・Minimum of 3 years of hands-on experience in general affairs and/or executive assistant roles (industry not specified)
・Business-level proficiency in both Japanese and English (reading, writing, and conversation)
・Proficient in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook)
・Strong attention to detail and accuracy in administrative tasks, with a high level of confidentiality and discretion
・Excellent communication skills for smooth coordination with internal and external stakeholders
・Ability to handle multiple tasks efficiently, balancing speed and accuracy
・Must have legal authorization to work in the U.S. 

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[Preferred Qualifications]
・Experience working in a Japanese company or in a Japan–U.S. business environment
​​​​​​​・Basic knowledge of accounting and HR-related operations

 

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