Senior Administrative Assistant

Job Description

Job Description

Job Title: Senior Administrative Assistant (fluent in Japanese)

Job Description

The Senior Administrative Assistant provides dependable and proactive executive-level administrative support to a dynamic leadership team. This role focuses on anticipating departmental needs, staying informed about ongoing projects and issues, and managing meetings, correspondence, and logistics across multiple locations. The position includes primary executive support for a Group Vice President and shared support for key leaders within a Flying Mobility organization, requiring strong organizational skills, excellent communication, and fluency in both English and Japanese.

Responsibilities

• Provide primary executive administrative support to the Group Vice President, including managing daily priorities, correspondence, and confidential information.
• Deliver shared administrative support to members of the Flying Mobility leadership team, including the Vice President, Senior Executive Engineer, General Manager of Business Planning, and General Manager of Administration & Finance.
• Actively stay informed of the department’s needs, projects, issues, meetings, and key stakeholders to anticipate requirements and provide proactive support.
• Manage complex calendars for multiple executives, including scheduling, rescheduling, and prioritizing meetings across time zones.
• Coordinate meetings and conferences from end to end, including scheduling, logistics planning, agenda management, and follow-up actions.
• Arrange domestic and international travel for executives, including flights, accommodations, ground transportation, and related itineraries.
• Select and negotiate venues for meetings and events, ensuring appropriate facilities, services, and cost effectiveness.
• Prepare and organize meeting materials, presentations, and documentation using Microsoft Office and collaboration tools.
• Draft, edit, and manage communications, including emails, memos, and other written correspondence in both English and Japanese.
• Process and reconcile expenses using tools such as Concur, ensuring accuracy and timeliness in expense reporting.
• Maintain organized electronic and physical filing systems to support efficient information retrieval and record keeping.
• Serve as a point of contact for internal and external stakeholders, demonstrating professionalism and cultural sensitivity in all interactions.
• Apply knowledge of Japanese and American business protocols to support executives and facilitate effective cross-cultural communication.
• Support departmental initiatives and special projects as needed, contributing administrative coordination and follow-through.
• Protect sensitive information and maintain discretion and confidentiality in all aspects of the role.

Essential Skills

• Proven experience as an executive assistant or administrative assistant, with experience supporting executives highly preferred.
• Written and verbal fluency in both English and Japanese.
• Knowledge and understanding of characteristics and protocols in Japanese and American business culture.
• Strong calendar management skills for multiple executives and complex schedules.
• Proficiency with Microsoft Office tools, including Excel, Word, PowerPoint, Teams, Outlook, and familiarity with Slack and Zoom.
• Experience with travel management and coordination of logistics for meetings and conferences.
• Ability to process and manage expenses using systems such as Concur.
• Excellent communication skills, with the ability to draft and edit professional correspondence.
• Strong organizational skills and a high level of attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Demonstrated discretion and professionalism when handling confidential information.

Additional Skills & Qualifications

• Japanese expatriate support experience.
• Pre-1st class or above in Japanese Secretarial Proficiency Test.
• Certified Bilingual Secretary (CBS) credential.
• Pre-1st class or above in English Proficiency Test for Japanese native speakers.
• Pre-1st class or above in Japanese Proficiency Test for English native speakers.

Work Environment

This role supports operations across San Carlos, Santa Cruz, and Marina, California, with the expectation that the selected candidate resides within a commutable distance of Santa Cruz or one of the other supported locations. The position involves regular collaboration with executives and team members across these sites and may require occasional travel between locations to support meetings and events. Work is primarily office-based, utilizing technologies such as Microsoft Office, Teams, Outlook, Slack, Zoom, and expense management tools like Concur. The environment is professional, fast-paced, and highly collaborative, with a strong emphasis on cross-cultural communication and coordination. Relocation assistance is not available for this position.

This is a Contract position based out of Santa Cruz, CA.

The pay range for this position is $30.00 - $32.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Santa Cruz,CA.

This position is anticipated to close on Aug 10, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.