Executive Assistant III

Do you want to join a team that's changing the world? Do you have a strong background as an Executive Assistant III? Then we're looking for you! Check out the job description and apply now! Put your skills to meaningful use, gain unique experience, and work with world-class team members with diverse backgrounds and expertise who share the same vision. Join the PENA team today!

Job Summary:

The Executive Assistant III will assume responsibility for liaising with the Japan EAs and teams. EA III's responsibilities include operating with minimal supervision and undertaking various administrative and support tasks. Additionally, this position requires independently initiating and carrying out processes to oversee projects and information. Moreover, they will assist their respective leaders and provide guidance, support, and training for Executive Assistant I and II.

Essential Duties:

• Standard calendar creation and management, all responsibilities of calendar management to include resolving conflicts/double bookings.
• Email Correspondence: Maintaining a prominent level of professionalism in all internal and external Communications.
• Meeting Preparation: This includes the creation and management of meeting notes, as well as the preparation of meeting packets or briefs.
• Maintaining positive professional relations with both internal and external stakeholders, including individuals, companies, and groups such as customers, as well as establishments like hotels and restaurants, continuously fostering a productive and harmonious work environment.
• Securing approvals and signatures for contracts, NDAs, and other documents
• Safeguarding confidential schedules, correspondence, conversations, and personal information
• Continuous and unwavering support for the leadership team, with particular emphasis on the leaders under your responsibility, including your active participation and consistent availability for internal and external meetings and events.
• Visitor coordination involves managing hotel accommodations, transportation, and meals, including breakfast, lunch, and dinner. It also includes organizing tours in collaboration with Japan, production teams, workplace, and leadership and providing detailed arrival, parking, and entrance information.
• Complete and provide guidance on booking travel, managing expenses, and applying for company credit cards for employees.
• Demonstrating forward-thinking and strategic planning capabilities, adept critical thinking skills, and a persistent commitment to enhancing processes and fostering innovation.
• Execution of other position related duties as assigned by Leadership.

Personal Protective Equipment (PPE) Requirements:

• To ensure the health and safety in the workplace and for the protection of our employees,’ wearing PPE is a possibility and includes equipment such as a full Tyvek suit, safety shoes, gloves, safety glasses, face mask, and a full hazmat suit that includes a respirator.

The foregoing description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills and efforts or work conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.

Requirements - Required and/or Preferred

Education

• Required: A high school diploma, GED, or an equivalent qualification, or a combination of education and relevant experience. *Relevant experience includes a minimum of five years of experience in an administrative support role.
• Preferred: Associate of Arts or Associate of Science in Business Administration or similar field.

Essential Qualifications

• Minimum of 5 years’ experience in a fast-paced, high-volume administrative support, executive assistant, coordinator, or similar role.
• Strictly adhere to the principles of confidentiality and discretion in all matters.
• Exceptional written and verbal communication skills are necessary, including experience in supporting or interfacing with staff.
• Recognizing the significance of first impressions and demonstrating professionalism are key attributes we are looking for.
• Proficient in utilizing computer programs and adept at rapidly acquiring new technological skills. Skilled in leveraging Word, Excel, and PowerPoint to craft compelling proposals, facilitate project planning, provide status updates, and deliver executive presentations.
• The capacity to excel in a challenging environment characterized by frequent interruptions is imperative for success in this position.

Preferred Qualifications:

• Proficiency in translating between English and Japanese, addressing inquiries from internal staff, external entities, and individuals, and effectively conveying messages, posing queries, and presenting information to leaders in both languages.

Physical Demands

Physical Activities: Percentage of time (equaling 100%) during the normal workday the employee is required to:

• Sit: 40%
• Walk: 30%
• Stand: 20%
• Lift: 10%

Required Lifting and Carrying: Not required (0%), Occasional (1-33%), Frequent (34-66%, Continuous (67-100%)

For this position, the required frequency is:

• Up to 10 lbs.: Occasional

• Up to 20 lbs.: Occasional
• Up to 35 lbs.: Occasional
• Team-lift only (over 35 lbs.): Not Required