Executive Administrative Assistant

Nidec Corporation; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Job summary

Nidec Motor Corporation in Chicago seeks an Executive Administrative Assistant to support multiple senior executives. This role includes managing a complex global calendar, coordinating international travel, and handling confidential communications. Candidates should have at least 7 years of experience supporting C-suite executives and demonstrate exceptional communication skills along with advanced proficiency in Microsoft 365. Join Nidec to play a crucial role in driving enterprise strategy and supporting global growth.

Qualifications

• 7+ years of experience supporting senior executives in a global organization.
• Proven expertise in international travel logistics.
• Ability to operate with discretion and sound judgment at all times.

Responsibilities

• Serve as the primary point of coordination for the executive.
• Manage a complex global calendar for the executive.
• Plan and manage sophisticated global travel itineraries.
• Triage and prioritize executive communications while ensuring confidentiality.

Skills

Exceptional written, verbal, and interpersonal communication skills

Advanced proficiency in Microsoft 365

Experience managing complex global calendars

Discretion and integrity

Education

Bachelor's degree or equivalent professional experience

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Microsoft Teams

Concur

ExpensePoint

Job description

Job Summary

Nidec is the world's leading manufacturer of electric motors, drives, and controls, powering nearly everything that spins and moves, from smartphones and household appliances to electric vehicles, factories, data centers, aircraft, and critical infrastructure. Founded in 1973 and headquartered in Kyoto, Japan, Nidec operates more than 300 group companies across 40+ countries, with over 100,000 employees worldwide. Rooted in Japanese craftsmanship and continuous improvement, we combine global capability with local expertise to solve complex challenges and keep the world moving.

Job Description

The Executive Administrative Assistant serves as a trusted strategic partner to a globally positioned executive holding multiple senior leadership roles, including First Senior Vice President, Chairman, and President of Nidec Motor Corporation. Operating at the highest level of confidentiality and professionalism, this role functions as the primary point of coordination for the executive-managing priorities, access, communications, and operational cadence across a complex global footprint. The Executive Administrative Assistant ensures seamless coordination of international travel, executive calendars, board and leadership engagements, and high-visibility meetings, enabling the executive to focus on enterprise strategy, operational excellence, and global growth. This role requires exceptional judgment, organizational rigor, cultural fluency, and the ability to anticipate needs in a fast-moving, matrixed, multinational environment.

Primary Responsibilities

Executive & Strategic Administrative Support

• Serve as the principal administrative liaison and primary point of coordination for the executive across all roles and global responsibilities.
• Independently prioritize, coordinate, and resolve scheduling conflicts while exercising sound judgment and executive-level discretion.
• Anticipate business needs and proactively align administrative support accordingly.
• Represent the executive office with professionalism, diplomacy, and cultural competence across all regions.

Calendar, Meeting & Executive Operations Management

• Manage an exceptionally complex, multitimezone calendar encompassing global business unit leadership, board interactions, and operational reviews.
• Coordinate executive leadership meetings, global business reviews, and cross‑regional conferences.
• Own end‑to‑end logistics, including agendas, materials, attendees, catering, technology needs, and follow‑up actions.
• Coordinate special projects, research, and briefing materials as requested.

Global Travel & Expense Management

• Plan and manage sophisticated global travel itineraries, including international flights, visas, security considerations, and contingency planning.
• Prepare detailed travel briefs, schedules, agendas, and supporting materials.
• Accurately process, track, and reconcile executive expense reports in compliance with corporate policy and requirements.

Executive Communications & Confidentiality

• Triage and prioritize email and written communications, escalating urgent or sensitive matters appropriately.
• Partner with Corporate Communications to draft, edit, and manage correspondence and communications on behalf of the executive.
• Ensure strict confidentiality of proprietary, strategic, financial, and personnel‑related information.

Qualifications & Experience

• Bachelor's degree or equivalent professional experience.
• 7+ years of experience supporting senior executives (C‑suite or equivalent) in a global or highly matrixed organization.
• Proven expertise in managing complex global calendars, international travel, and executive-level logistics.
• Exceptional written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, and Microsoft Teams.
• Experience using corporate travel and expense platforms such as Concur and ExpensePoint is a plus.
• Demonstrated ability to operate with discretion, integrity, and sound judgment at all times.

Equal Employment Opportunity and Affinity

Nidec is an Equal Employment Opportunity (EEO) and Affinity Employer encouraging diversity in the workplace. All qualified applicants receive consideration for employment without regard to their age, gender, gender identity, sexual orientation, race, color, genetic information, religious creed, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by law. For more information regarding your (EEO) rights as an applicant, please visit the following website: http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf