Executive Assistant- Vice President & Director, IT

Job Description

Job Description

JOB SUMMARY: The Executive Assistant operates within the Executive Administration Department and reports directly to the Associate Director of Corporate Administration, ensuring consistency of standards, governance alignment, and best practices across the Executive Office.

While the position’s primary accountability is supporting the Vice President and the Director of IT, the role also contributes to corporate administration functions such as governance documentation, Board communications, and compliance oversight, under the Associate Director of Corporate Administration’s direction. This position requires strong judgment, discretion, and adaptability, balancing independent ownership of Corporate Services, Corporate Administration, and IT-facing responsibilities with collaborative execution of corporate administration priorities, thereby ensuring consistency across the Executive Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Calendar Management: Proactively manage and optimize all leaders' calendars by scheduling, organizing, and prioritizing meetings and events to align with organizational goals and strategic objectives. Coordinate with the Associate Director of Corporate Administration to ensure alignment with broader corporate administration and governance activities.
• Communications: Serve as a central point of contact for all leaders' communications, effectively managing, prioritizing, and responding to correspondence. Draft and review communications with a professional and prompt approach. Escalate corporate-level or governance-related communications to the Associate Director of Corporate Administration.
• Travel Arrangements: Coordinate comprehensive travel plans, including booking flights, accommodations, and ground transportation, ensuring seamless alignment with all leaders' preferences. Prepare detailed itineraries and compile all necessary travel documentation.
• Task Prioritization: Enhance all leaders' productivity by prioritizing tasks, managing deadlines, and providing timely reminders for critical commitments and responsibilities.

Executive Operations & Information Management:

• Meeting and Report Preparation: Coordinate all logistics for all leaders' meetings, including preparing agendas, compiling materials, capturing detailed notes, and executing timely post-meeting follow-ups. Conduct research and gather information to ensure all leaders are well-prepared for discussions and decisions.
• Confidential Information Management: Handle sensitive information with the utmost confidentiality, managing and organizing documents and data to enhance all leaders' operational efficiency. Coordinate with the Associate Director of Corporate Administration to ensure consistency with Executive Administration standards.
• Financial Oversight: Collaborate with the finance team to monitor functional budgets and financial performance, providing all leaders with detailed analysis to support strategic decision-making. Manage CAPEX project reporting and ensure timely updates. Coordinate with the Associate Director of Corporate Administration to ensure alignment with corporate reporting.

• Document Organization: Maintain and systematically organize all leaders' functional files and information for seamless access and retrieval, supporting operational effectiveness.

Stakeholder Management:

• Board & Headquarters (Yokohama) Relations: Collaborate with and support the Associate Director of Corporate Administration by preparing and reviewing governance documents, board materials, and shareholder communications, ensuring all executives’ requirements are met.
• Relationship Management: Serve as a key liaison between designated executive leaders and both internal and external stakeholders. Foster positive relationships and assist leaders in building a strong network across Sakata and with external partners to enhance collaboration and partnerships.

Advanced Executive Support Functions:

• Gatekeeping and Access Management: Manage access to all leaders by efficiently handling meeting requests, prioritizing incoming communications, and ensuring their time is optimized for strategic priorities; escalate sensitive or governance-related requests to the Associate Director of Corporate Administration for coordination.
• Executive Presence: Act as a representative for all leaders, serving as a primary point of contact for stakeholders in their absence and maintaining a professional presence.
• Compliance: Support compliance responsibilities under the Associate Director of Corporate Administration’s direction, ensuring all leaders are informed and aligned with legal, regulatory, and corporate obligations.
• Strategic Planning: While coordinating with the Associate Director of Corporate Administration, collaborate with all leaders on long-term planning, goal setting, and the development and execution of strategic initiatives to achieve organizational objectives.

Organizational Coordination and Development:

• Leadership Team Support: Provide dedicated support to all leaders’ functional leadership teams by facilitating efficient information exchange, maintaining and updating global reports, and managing functional calendars to ensure alignment with organizational priorities.
• KPI Tracking & Reporting: Prepare and distribute monthly KPI reports to monitor and evaluate the activities and performance of the leaders’ functional leadership teams. Provide inputs to the Associate Director of Corporate Administration for integration into broader corporate reporting.
• Event & Meeting Planning: Plan, schedule, and coordinate events and meetings, ensuring all logistics, materials, and supplies are organized for seamless execution.
• Professional Development: Invest in personal and professional growth by participating in workshops, educational programs, and other learning opportunities to enhance expertise and value.
• Process Improvement & Innovation: Collaborate with all leaders to identify and implement innovative administrative process improvements, leveraging technology to drive efficiency and effectiveness. Partner with the Associate Director of Corporate Administration to ensure best practices are applied consistently across the Executive Office.
• Additional Duties: Take on additional responsibilities and contribute to special projects and initiatives as needed to support organizational success.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Confidentiality: Maintains the highest levels of discretion and confidentiality when handling sensitive information.
• Attention to Detail: Demonstrates exceptional attention to detail and ensures accuracy across all assigned tasks.
• Effective Communication: Demonstrates exceptional communication skills, including outstanding oral, written, and interpersonal proficiency, with a strong command of business English, including spelling, punctuation, and grammar, while consistently presenting a professional demeanor in all interactions.

• Resilience: Exhibits resilience and composure by thriving under pressure, effectively managing high-stakes projects, tight deadlines, and strict performance expectations with professionalism and focus.
• Autonomy: Effectively prioritizes tasks and operates independently with self-motivation and high initiative.
• Efficiency: Excels in organizational and time management capabilities with a proactive work ethic.
• Emotional Intelligence: Demonstrates emotional intelligence (EQ) and maturity by managing emotions effectively, fostering collaboration, resolving conflicts, and building positive relationships while displaying emotional stability, adaptability, cultural and gender sensitivity, and integrity in all interactions.
• Strong Interpersonal Skills: Skilled in building effective relationships with management, colleagues, and the public, demonstrating cultural sensitivity and cross-cultural interaction capabilities.
• Resourcefulness: Exhibits decisiveness, a results-oriented mindset, and innovative problem-solving abilities.
• Technical Proficiency: Advanced expertise in Microsoft Office Suite and adept use of computer software and electronic communication tools for office operations.
• Analytical Expertise: Demonstrates strong business analysis and coordination capabilities, including expertise in data analysis and project management tools.

EDUCATION/EXPERIENCE/BACKGROUND:

• Education: Bachelor’s degree (BA or BS) in a related discipline strongly preferred. Candidates with substantial, directly related administrative experience demonstrating equivalent proficiency may be considered.
• Administrative Experience: A minimum of 3 years of administrative support experience is required, showcasing strong organizational skills and the ability to handle complex tasks and competing priorities effectively.
• Industry Experience: Experience in a relevant sector, such as seed, ornamentals, or produce, is highly desirable.
• Language Proficiency: Proficiency in multiple languages, such as English and Japanese or English and Spanish, is preferred but not required.

WORKING CONDITIONS/PHYSICAL DEMANDS

• Must be able to sit for long periods.
• Must be able to work at a computer terminal for long periods. 
• Must be able to travel periodically throughout the year.
• Must be able to work long and/or irregular hours.

BENEFITS:

Health & Wellness
Medical, Dental & Vision Insurance
Monthly Wellness Stipend

Employee Assistance Program (EAP)

Employee Philanthropic Giving Program 

Disability Insurance (plans vary by location)

Financial Benefits
401(k) Program + Company Match
Profit Sharing Program (via 401(k)