Executive Assistant – Japanese Bilingual
*Japanese/English bilingual is required.
Location: Union City, CA | On-site
Position: Executive Assistant (Japanese Bilingual)
Work Hours: 9:00am – 5:00pm
Reports to: President / COO
Status: Full-time, Exempt
Summary of the Position:
This role provides high-level administrative and operational support to the President and COO. The Executive Assistant serves as a key point of coordination, managing schedules, communication, and confidential information to ensure smooth daily operations.
The position also supports facility operations and Legal/Risk Management functions, including contract and insurance documentation. Strong attention to detail, multitasking ability, and professionalism are essential.
Key Responsibilities:
Executive Support
- Manage and prioritize executive calendars and appointments
- Coordinate travel arrangements and prepare expense reports
- Prepare presentations in English and Japanese (PowerPoint)
- Draft and edit emails, memos, and reports
- Organize and maintain confidential documents
- Support board-related documentation
- Conduct research and analyze data as requested
- Attend meetings, take minutes, and follow up on action items
- Provide English/Japanese translation and interpretation
- Support other executives as needed
Facility & Project Coordination
- Assist with planning and tracking facility-related projects
- Report progress and updates to executives
Legal & Risk Administration
- Maintain contracts and legal documentation
- Coordinate insurance certificates, claims, and renewals
- Communicate with internal teams, external partners, and legal counsel
- Maintain organized filing systems
- Ensure confidentiality and accuracy of sensitive information
Qualifications:
- Associate degree or equivalent experience
- Business-level Japanese and English (spoken and written)
- Strong communication and interpersonal skills
- Highly organized with strong attention to detail
- Ability to work independently with minimal supervision
- Ability to handle confidential information with discretion
Must-have Skills:
- Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Calendar management and scheduling
- Document preparation and editing
Nice to have:
- Experience supporting executives
- Experience with legal or insurance documentation