Executive Assistant (Japanese Bilingual)

Location: San Diego, CA

Work Style: Hybrid (3 days in-office / 2 days remote)

Employment Type: Full-Time

Japanese Language: Business Fluency Required

Salary Range: 75-83K/year

About the Company

A global technology and entertainment company is seeking a highly organized and proactive Japanese Bilingual Executive Assistant to provide comprehensive administrative support to senior executives and their teams.

This position requires exceptional organizational skills, sound judgment, professionalism, and the ability to manage confidential information while supporting a fast-paced international business environment.

Position Summary

The Executive Assistant will provide high-level administrative support to senior executives and cross-functional teams. This role involves calendar management, travel coordination, meeting support, communication tracking, project coordination, and general executive office administration.

The ideal candidate is detail-oriented, resourceful, highly organized, and able to anticipate business needs while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

• Provide comprehensive administrative support to senior executives and their teams.
• Coordinate meetings, including scheduling conference rooms, sending invitations, arranging audiovisual support, preparing visitor access, and coordinating catering.
• Prepare meeting agendas, organize presentation materials, document action items, and follow up on outstanding tasks.
• Manage executive calendars and assist with scheduling priorities.
• Coordinate domestic and international business travel, including flights, hotels, rental cars, and itineraries.
• Prepare and process expense reports accurately and in a timely manner.
• Create presentations, spreadsheets, reports, correspondence, and other business documents.
• Maintain confidential files and records while ensuring proper document organization and archiving.
• Prepare and distribute documents requiring electronic signatures.
• Coordinate employee onboarding and offboarding activities.
• Work closely with Facilities and IT teams to coordinate office support requests.
• Order and maintain office and departmental supplies.
• Coordinate procurement and distribution of promotional materials and branded merchandise.
• Assist with organizing team meetings, employee events, and team-building activities.
• Track contracts, approval workflows, and departmental documentation.
• Monitor communication items, follow-ups, key correspondence, and project milestones across multiple stakeholders.
• Prepare monthly newsletters and internal communications.
• Maintain department calendars, including key milestones, workshops, and vacation schedules.
• Build effective working relationships across departments and support cross-functional collaboration.
• Perform additional administrative duties and special projects as assigned.

Qualifications

Required

• Business-level fluency in Japanese and English (spoken and written).
• Minimum 5 years of Executive Assistant or senior-level administrative experience supporting executives.
• Excellent organizational and time management skills with exceptional attention to detail.
• Ability to prioritize multiple tasks and work effectively in a fast-paced environment.
• Strong problem-solving skills and the ability to anticipate executive and team needs.
• Excellent verbal and written communication skills.
• Professional demeanor with the ability to handle highly confidential information.
• Strong interpersonal skills and ability to collaborate across departments.
• Advanced proficiency in Microsoft Office, including: Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, OneNote,
• Must be authorized to work in the United States.

Preferred

• Bachelor's degree preferred.
• Experience supporting executives in a multinational or global organization.
• Experience coordinating international travel and cross-functional business activities.

Benefits

The company offers a comprehensive benefits package, including:

• Competitive salary
• Hybrid work schedule
• Medical, dental, and vision insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Life insurance
• Short-term and long-term disability insurance
• Paid parental leave
• 401(k) with company matching
• Education assistance and professional development programs
• Paid vacation, holidays, sick leave, and seasonal company holidays
• Employee referral program
• Employee stock purchase program
• Employee discount programs
• Career growth opportunities within a global organization

This position offers an excellent opportunity to support executive leadership while working in a collaborative, international environment with strong career development and comprehensive employee benefits.