Senior Administrative Assistant (Bilingual Japanese/English)

Job Title

Senior Administrative Assistant

Job Description

New 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

• Independently manage complex executive calendars, meetings, and frequently changing schedules.
• Coordinate meetings involving multiple executives, departments, external parties, and international offices across multiple time zones.
• Proactively identify scheduling conflicts, negotiate timing with multiple parties, and drive arrangements through completion.
• Coordinate domestic and international business travel, including detailed itineraries and schedule changes.
• Prepare expense reports, correspondence, presentations, and other business documents.
• Coordinate meetings, conferences, events, and other time-sensitive activities.
• Communicate professionally and confidently with senior internal and external stakeholders.
• Anticipate executive needs, follow up on outstanding items, and ensure that schedules and logistics remain on track.

Requirements

• 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.
• Demonstrated ability to coordinate complex schedules involving multiple stakeholders and competing priorities.
• Strong organizational skills, sound judgment, and exceptional attention to detail.
• Ability to work independently, anticipate problems, and adjust quickly to last-minute changes.
• Comfortable working in a fast-paced, deadline-driven environment where timing and accuracy are critical.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

Additional Information

• Hybrid work schedule.
• Candidates must live within a reasonable commuting distance of the New York City office.
• Benefits: Good Benefits