Administrative Associate

Job TitleSenior Administrative AssistantJob DescriptionNew York City | Hybrid Salary: $80,000–$95,000 A prestigious, prominent organization seeks a highly organized and proactive bilingual Senior Administrative Assistant to support senior U.S. executives in a fast-paced, international business environment. The executives supported in this role are primarily English-speaking U.S. executives. Approximately 95% of day-to-day communication is conducted in English, with Japanese used approximately 5% of the time for communication with Japan and Japanese-speaking stakeholders. This position is particularly well suited for candidates who have worked in high-coordination environments —such as executive support, event planning, project coordination, media/production, conference management, or other roles requiring precise scheduling and coordination among multiple stakeholders. Responsibilities include independently managing complex executive calendars, meetings, and frequently changing schedules. Coordination of meetings involving multiple executives, departments, external parties, and international offices across multiple time zones is required. Proactively identifying scheduling conflicts, negotiating timing with multiple parties, and driving arrangements through completion are also part of the role. Coordination of domestic and international business travel, including detailed itineraries and schedule changes, is necessary. Preparation of expense reports, correspondence, presentations, and other business documents is required. Coordination of meetings, conferences, events, and other time-sensitive activities is essential. Professional and confident communication with senior internal and external stakeholders is required. Anticipating executive needs, following up on outstanding items, and ensuring that schedules and logistics remain on track are also part of the role.Requirements include 5+ years of executive assistant, senior administrative, event coordination, project coordination, production coordination, or comparable experience. Excellent professional English communication skills and business-level Japanese are required. Demonstrated ability to coordinate complex schedules involving multiple stakeholders and competing priorities is necessary. Strong organizational skills, sound judgment, and exceptional attention to detail are required. Ability to work independently, anticipate problems, and adjust quickly to last-minute changes is necessary. Comfort working in a fast-paced, deadline-driven environment where timing and accuracy are critical is required. Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint is required.Additional Information includes a hybrid work schedule. Candidates must live within a reasonable commuting distance of the New York City office. Benefits are good.