Bilingual Executive Assistant (Japanese/English)

33 - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

Personal and Laundry Services

About the position

The Bilingual Executive Assistant provides high-level administrative support to the executive team at 33 USA Inc. This role requires fluency in both Japanese and English, as well as excellent organizational skills, attention to detail, and the ability to prioritize tasks. The Bilingual Executive Assistant is responsible for managing calendars, coordinating meetings and travel arrangements, preparing correspondence, attending the sales/consulting meeting with the clients, and assisting with special projects as needed. This position is crucial for ensuring smooth communication and operational efficiency within the executive team. In terms of communication support, the Bilingual Executive Assistant will draft and edit emails, memos, PowerPoint presentations, and any other documentation in both Japanese and English. This includes translating documents from Japanese to English and vice versa as necessary. The role also involves meeting coordination, where the assistant will schedule meetings, prepare agendas, and provide necessary materials or documentation. Taking meeting minutes and distributing them to attendees, as well as translating meeting documents and attending meetings as an interpreter, are also key responsibilities. Calendar management is another essential function of this role, where the assistant will manage executive calendars, schedule meetings, and coordinate appointments. Proactively anticipating scheduling conflicts and resolving them in a timely manner is critical. Additionally, the Bilingual Executive Assistant will handle travel coordination, making arrangements for flights, hotels, and transportation bookings, while preparing itineraries and ensuring all travel logistics are in place. Document preparation is a significant part of the job, which includes preparing and formatting documents, presentations, and reports for both internal and external use. Proofreading documents to ensure accuracy and adherence to company standards is also required. The assistant will assist with special projects as assigned, providing research, analysis, and administrative support, while collaborating with cross-functional teams and coordinating project timelines.

Responsibilities

• Draft and edit emails, memos, PPTs, and other correspondence in both Japanese and English.
• Translate documents from Japanese to English and vice versa as necessary.
• Coordinate and schedule meetings, prepare meeting agendas, and provide necessary materials or documentation.
• Take meeting minutes and distribute them to attendees.
• Translate meeting documents and attend meetings as an interpreter.
• Manage executive calendars, schedule meetings, and coordinate appointments.
• Proactively anticipate scheduling conflicts and resolve them in a timely manner.
• Make travel arrangements including flight, hotel, and transportation bookings.
• Prepare itineraries and ensure all travel logistics are in place.
• Prepare and format documents, presentations, and reports for internal and external use.
• Proofread documents and ensure accuracy and adherence to company standards.
• Assist with special projects as assigned, providing research, analysis, and administrative support.
• Collaborate with cross-functional teams and coordinate project timelines.

Requirements

• Fluency in both Japanese and English (verbal and written).
• Proven experience as an executive assistant or similar administrative role.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office Suite.

Nice-to-haves

• Bachelor's degree in business administration or related field.
• Knowledge of Japanese culture and business etiquette.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Hybrid Work Model