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