Req:: Executive Assistant- Japanese Bilingual _ Plano, TX (Onsite)

Job Description

Job Description

Role: Executive Assistant- Japanese Bilingual

Location: Plano, TX

Duration- Long Term

Position Summary

We are seeking a highly organized, proactive, and skillful Executive Administrative Assistant to join our team. The ideal candidate has more than 5 years of executive administrative support or office operations experience, professional bilingual proficiency in Japanese and English, and a strong understanding of Japanese business culture. The successful candidate will manage complex calendars, meetings, travel, expenses, invoices, executive events, and cross-cultural communication while handling confidential information with discretion and adopting AI-enabled productivity tools.

Key Responsibilities /Essential Functions

Manage schedules and travel plans for Japanese and non-Japanese executives

Plan and coordinate complex meetings and conference calls using Microsoft Teams, Zoom, and other platforms for Japanese staff and designated executives.

Communicate in Japanese and other Japanese companies regarding schedules, meetings, travel, and related coordination.

Coordinate executive calendars, conference rooms, agendas, meeting materials, catered meals, committees, and cross-functional meetings.

Arrange domestic and international travel, including flights, hotels, rental cars, limousines, and other ground transportation, using designated travel systems.

Prepare travel-related expense reports and process non-travel invoices and related expense reports accurately and on time.

Coordinate local arrangements for business travelers and affiliated companies.

Plan and organize executive, department, and company events, including venues, meals, invitations, schedules, stakeholder communication, meeting dinners, conferences, congresses, and showcases.

Translate short Japanese documents into English as needed and distribute information, reports, and documentation to stakeholders.

Receive and send domestic and international mail and parcels; order office supplies; maintain distribution lists; and support departmental communications.

Submit IT or service requests through ticketing systems such as ServiceNow and provide backup support for other executive assistants as needed.

Use Microsoft 365 tools, including Outlook, Teams, Excel, PowerPoint, and Word, to support executive operations.

Proactively identify administrative needs, risks, and solutions, and learn AI-enabled tools and new technologies that improve productivity and workflows.

Handle confidential executive, employee, and business information with discretion and follow applicable data-handling requirements.

Apply continuous improvement, standardized work, problem solving, collaboration, and respect for people in daily responsibilities.

Minimum Qualification

Required Education & Experience

5 + years of successful executive administrative support or office operations experience, preferably supporting C-suite or senior executives .

Professional bilingual proficiency in Japanese and English, including reading, writing, speaking, and business communication .

Strong understanding of Japanese business culture, etiquette, and communication practices.

Ability to work onsite in Plano, Texas.

Demonstrated experience managing complex calendars, meetings, travel, expenses, invoices, and events.

Advanced proficiency in Microsoft Office and Microsoft 365, especially Outlook, Teams, Excel, PowerPoint, and Word.

Strong organizational, prioritization, time-management, communication, and interpersonal skills.

Highly proactive, resourceful, detail-oriented, and able to work independently in a fast-paced environment.

Ability and willingness to learn AI tools and other new technologies.

Ability to coordinate across multiple time zones and adapt to changing executive priorities.

Preferred Qualification

Bachelor's degree in Business Administration, Communications, or a related field.

Experience with corporate travel and expense tools such as Chrome River or FCM Travel.

Experience with ticketing systems such as ServiceNow.

Experience supporting Japanese-owned companies, global organizations, or multicultural executive teams.

Experience planning executive or company events.

Position Type/Expected Hours of Work

This is an onsite contract position based in Plano, Texas.

The role requires schedule flexibility to support executives, travelers, and stakeholders across U.S. and Japan time zones.

Occasional evening or weekend support may be required for urgent travel, meeting, or event coordination as job duties demand.

Travel

This position coordinates domestic and international business travel for executives and visitors . Any travel required for the employee will be communicated based on business needs.