• Houston, Texas
• Machinery
• 75000-83000
• Full Time regular employee
•  08:30-17:30
•  New

Job Description

Position
Japanese bilingual Executive Assistant - Office of the CEO

Summary
This role provides comprehensive administrative support to the President and Regional Representative within the Office of the CEO. Working under the direction of the Office Manager, the Executive Assistant facilitates efficient operations by managing executive functions, coordinating high-level communications, and handling essential administrative tasks with a high degree of professionalism and confidentiality.

This company is a global leader providing innovative and integrated solutions across sectors including commercial aviation, energy, transportation, infrastructure, machinery, defense, and space systems. This company is committed to creating a positive social impact while fostering a culture of diversity, cooperation, and professional development.

Essential Duties

• Meeting & Event Management: Mainly responsible for handling and hosting meetings, including arranging travel, transportation, and business reservations. Coordinate essential staff meetings, all-hands, vendor discussions, and customer presentations.

• Calendar & Communication: Manage the President and Regional Representative’s calendars, screen incoming calls, and handle all-day-to-day correspondence and mail.

• Financial Administration: Process expense settlements and payments using COUPA (linked with AMEX) and SAP Concur. Responsibilities include processing invoices and managing vendor-related documentation.

• Data & Record Management: Perform weekly scanning and organization of business cards. Maintain files, data, and records on the file server.

• Executive Support: Conduct research and prepare summaries or reports for executives. Assist with company events and register/escort visitors during their stay.

• Team Collaboration: Actively engage in team efforts to reach departmental goals and communicate effectively with management at all levels.

Working Hours, Working Style

• Schedule: Standard Monday through Friday work week.

• Flexibility: Occasional weekend or evening work may be required based on executive needs.

• Physicality: Frequently required to sit for long periods; must be able to occasionally lift up to 25 pounds.

Working Location

• Location: Onsite role based in the Galleria District, Houston, TX.

• Travel: Low travel expected (up to 10%); typically limited to local travel for executive events within the Houston area.

Salary/Benefit

• Salary Range: $75,000 – $83,000 per year.

• 401K: Matching program (6%).

• Insurance: Medical, Dental, and Vision benefits; Company-provided Life Insurance, AD&D, and Short-Term/Long-Term Disability (STD/LTD).

• Additional Perks: Tuition reimbursement, behavioral health support, and parental leave.

Holidays

• Paid Time Off (PTO): 12 days of vacation/sick leave (granted at the beginning of the year).

• Holidays: 15 paid holidays per year.

Qualifications

• Education: Associate degree required, or an equivalent combination of education and experience.

• Experience: 2–5 years of experience in an administrative or similar role. Previous experience processing payments or invoices is a plus.

• Language: Bilingual proficiency in English and Japanese is required to support team dynamics.

• Technical Skills: * Basic Microsoft Office Suite skills (Outlook, Word, Excel, PowerPoint).

  • Familiarity with Pivot Tables is a plus.

  • Experience with COUPA and SAP Concur is highly desirable.

• Soft Skills: High level of confidentiality, strong attention to detail, and the ability to handle multiple priorities simultaneously.

 

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