Executive Assistant

$99,306 - $171,612/Yr

Rakuten - San Mateo, CA

Full-time - Mid Level

San Mateo, CA

1,001-5,000 employees

Management of Companies and Enterprises

About the position

Rakuten International oversees 7 businesses with over 4,000 employees globally. The brand is recognized for its leadership and innovation in e-commerce, digital content, advertising, entertainment, and communications, bringing the joy of discovery and access to more than 1 billion members across the world. Our teams deliver on the company's mission to delight merchants and customers through innovation, optimism, and teamwork. Rakuten Int'l is looking for a sharp, driven, and multi-tasking Executive Assistant to support multiple executives. This is a great opportunity for an experienced and enthusiastic candidate to work and grow in an innovative, fun, and hi-tech environment. The role will be based in our San Mateo office.

Responsibilities

• Communicate with all levels of internal and external contacts and ensure prompt responses
• Manage and maintain a busy calendar, and respond to meeting requests that require frequent re-prioritization
• Coordinate both international and domestic travel
• Assist with preparing documents and meeting materials; occasional research
• Assist team with meeting deadlines and having all information to help executives make decisions
• Handle multiple tasks at the same time and have the ability to change direction quickly and often without having all the details
• Anticipate executives' needs
• Assist with high-level projects as needed
• Manage and maintain 2 Executives calendars, scheduling appointments and arranging meetings with both internal staff and external clients
• Provide day-to-day proactive and reactive administrative support
• Prepare and edit correspondence, communications, presentations and other documents
• Liaise with internal staff at all levels, interact with external clients
• Arrange, coordinate, book and input into calendar all travel arrangements
• Follow up and track key deliverables due from leadership team and staff
• Reconcile and submit expense reports and monthly credit card transactions
• Facilitate, organize and manage collection of data and key information
• Manage confidential information while providing organizational professionalism and support
• Attend and record minutes of meetings; transcribe and distribute minutes
• Assist in the preparation of regularly scheduled reports

Requirements

• Minimum 4-7 years of progressively responsible experience as an administrative or executive assistant
• Bachelor's degree preferred
• Must be proficient in Microsoft Office Suite and possess a general techie proficiency
• International & domestic travel arrangements and scheduling experience
• Exceptional written, verbal, and interpersonal communication skills
• Strong organizational skills that reflects the ability to prioritize, plan ahead, and perform multiple tasks seamlessly
• Creative and resourceful in solving issues and improving processes
• Proven ability to handle situations independently
• Able to work successfully in a highly international, cross functional team environment - being comfortable and familiar working with different cultures and time zones is essential
• Attention to detail, the ability to meet tight deadlines, efficient organizational skills, and the ability to switch gears at a moment's notice
• A terrific work ethic accompanied by a get-it-done attitude
• Experience supporting more than one leader with different personalities and comfortable approaching each team member differently to best fit their working style
• Comfortable supporting executive(s) remotely/based out of another office location

Benefits

• Dental insurance
• Paid time off
• Vision insurance
• 401(k) matching
• Volunteer time off