Executive Admin Assistant

Job code:9910101

Position Summary

The Executive Administrative Assistant will provide high-level support to the President, Executive Team, YMMC Japanese Staff, and visiting YMC/YMPC members. This role also includes managing company vehicles, overseeing the expense system, and providing assistance to other YMMC members as needed.

Responsibilities

Job Responsibilities:

• Provide executive-level administrative support for daily activities.
• Schedule and coordinate meetings for executives and other team members as required.
• Maintain and manage records for Japanese staff and their families, including both business and personal documentation.
• Update and track monthly payroll changes for Japanese staff to report to YMUS.
• Ensure compliance with and update the YMMC Japanese Staff Guideline as needed.
• Oversee and troubleshoot the automated expense system.
• Review and process all expense reports for payment.
• Process purchase requisitions and vendor payments.
• Manage company vehicles, including coordinating the use of pool cars for YMMC members.
• Oversee corporate apartments and houses, ensuring proper maintenance and usage.
• Assist employees in obtaining passports and visas when necessary.
• Negotiate and maintain contracts with local hotels and travel service providers.
• Reconcile and manage the petty cash account.
  
  
  

Qualifications

Education / Experience:

• High School Diploma or GED required
• Associate degree or equivalent experience.
• 10 years of experience supporting executive-level management in a large manufacturing organization.
  
  
  

Other Required Skills

• Excellent communication and organizational skills.
• Strong proficiency in Microsoft Office products.
• Ability to multitask and manage multiple priorities effectively.
• Bilingual in Japanese and English (required).