Bilingual Executive & Administrative Coordinator

Alpha Global Search LLC; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Alpha Global Search LLC is seeking a Bilingual Executive & Administrative Coordinator to support senior executives and departments. The role requires fluency in Japanese and English, strong organization, and a proactive, detail-oriented approach in a corporate environment.

The ideal candidate will manage calendars, coordinate meetings, arrange domestic and international travel, and prepare expense reports, while handling communications on behalf of executives and assisting with events and

Qualifications

• Bachelor’s degree required.
• 4–5 years of admin or executive support experience.
• Fluency in Japanese and English required.
• Proficient with Outlook, Word, Excel, PowerPoint.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Able to work independently and adapt to changing priorities.
• Professional interpersonal skills with executives and external contacts.

Responsibilities

• Provide day-to-day executive support to senior management and assigned departments.
• Manage calendars, schedule meetings, and coordinate internal/external appointments.
• Arrange domestic and international travel and prepare expense reports.
• Coordinate communications and correspondence for executives.
• Assist with executive visits, meetings, events, gifts, and hospitality arrangements.
• Support administration of memberships and executive-related budgets.
• Maintain departmental procedures, documentation, records, and filing systems.
• Coordinate vendor administration and related internal processes.
• Liaise with internal departments, external vendors, and business contacts in JP and EN.
• Assist with special projects and other administrative responsibilities.

Skills

Bilingual JP/EN

MS Office

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

A global financial institution is seeking a Bilingual Executive & Administrative Coordinator to provide administrative and operational support to executives and assigned departments. This position requires fluency in both Japanese and English and strong organizational, communication, and coordination skills.

The ideal candidate is proactive, detail-oriented, adaptable, and comfortable managing multiple priorities in a professional corporate environment.

Key Responsibilities

• Provide day-to-day administrative and executive support to senior management and assigned departments.
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Arrange domestic and international business travel and prepare related expense reports.
• Coordinate communications and correspondence on behalf of executives.
• Assist with executive visits, meetings, company events, gifts, and hospitality arrangements.
• Support administration of company memberships and executive-related budgets.
• Maintain departmental procedures, documentation, records, and filing/archiving systems.
• Coordinate vendor administration, invoices, and related internal processes.
• Liaise with internal departments, external vendors, and business contacts in both Japanese and English.
• Assist with special projects and other administrative or operational responsibilities as needed.

Qualifications

• Bachelor’s degree required.
• 4–5 years of administrative, executive support, or related professional experience.
• Fluency in Japanese and English required.
• Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Excellent organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Proactive, dependable, and detail-oriented.
• Ability to work independently and adapt quickly to changing priorities.
• Professional interpersonal skills and the ability to communicate effectively with senior executives and external business contacts.