Executive and Administrative Assistant

QUICK USA; New York (NY); Hybrid; USD 50,000 - 55,000; Full time

Benefits offered by this job

Health and Dental Insurance

401(k)

Paid Time Off (PTO)

Job summary

Quick USA Inc. is seeking an Executive and Administrative Assistant in New York. This hybrid role supports the CEO with calendar management, correspondence, and travel arrangements, while handling office operations across the US and Japan.

The ideal candidate is bilingual in English and Japanese with strong organizational and communication skills. The role includes front-desk reception duties, credit card reconciliations, and expense reporting, with a 2 in-office / 3 remote hybrid schedule.

Qualifications

• Language Skills: able to read, analyze, and interpret business documents in English and Japanese and communicate effectively.
• Mathematical Skills: basic arithmetic for expense reports and budgets.
• Reasoning Skills: apply instructions and solve problems.
• Computer Skills: proficient with Microsoft Office suite and basic reports.
• Other Skills: tactful, mature, and able to handle multiple tasks.

Responsibilities

• Provide executive support to the CEO, manage calendar and coordination with affiliated companies.
• Administer corporate credit card program, expense reporting, and routine operational tasks.
• Greet visitors, manage front-desk activities, and coordinate meeting room reservations.

Skills

Bilingual English/Japanese

Communication skills

Organizational skills

Proactive mindset

Education

Bachelor’s degree or equivalent

Tools

Microsoft Windows

Word

Excel

Outlook

PowerPoint

Job description

Executive and Administrative Assistant

The Executive and Administrative Assistant provides comprehensive administrative support to the CEO and general operational support to the New York office. This hybrid role manages executive scheduling, business correspondence, and travel arrangements with affiliated companies across the US and Japan, while also overseeing corporate credit card reconciliations, expense reporting processes, and front-desk reception duties. The ideal candidate is a proactive, detail-oriented bilingual professional (English/Japanese) with strong organizational and communication skills.

Essential Duties

1. CEO Support Managing and coordinating the CEO’s calendar, schedule, meetings, and other business needs, including coordination with affiliated companies in the US and Japan Managing inquiries and correspondence directed to the CEO, including coordinating appropriate responses and follow-up Coordinating travel-related administrative support for senior personnel, including car service arrangements and travel-related expense reporting for the CEO, COO, directors, advisors, and executives of affiliated companies, as needed Providing other administrative support as needed for the CEO’s day-to-day activities
2. Administrative and Operational Support Administering the corporate credit card program, including monthly GL (General Ledger) preparation and reconciliations, employee card setup and cancellation, account maintenance, and coordination with the credit card issuer Supporting expense reporting processes, including reviewing expense reports, follow-up on outstanding items, reconciliation, and preparing reports Performing recurring administrative and operational tasks, including sending routine reminders, coordinating maintenance requests, and consolidating files and records
3. Reception and Office Support Providing front-office support, including greeting visitors, directing them to the appropriate person or meeting room, and providing refreshments as needed Coordinating meeting room reservations and related office arrangements Maintaining administrative records and lists, including the business card database for the CEO and the annual holiday card list Preparing and sending annual holiday cards and providing other reception and office support as needed

9:00〜17:00 / Hybrid: 2 days in-office 3 days remote

The Staff Member may be required to travel for business and work beyond normal business hours when necessary. Communication with affiliated companies in Japan is primarily conducted by email and generally does not require work outside normal business hours.

New York,NY

50K~55K

• Health and Dental Insurance
• 401(k)
• Paid Time Off (PTO)

Saturday and Sunday

Qualifications

Experience/Minimum Qualifications Needed

1. Language Skills Ability to read, analyze, and interpret general business documents, forms and instructions in English and Japanese. Ability to write reports, business correspondence, and procedure manuals in English and Japanese. Ability to effectively respond to questions from Management, Staff, clients, and the general public in English and Japanese. Ability to communicate verbally and in writing to individuals and groups in English and Japanese.
2. Mathematical Skills Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry and to draw and interpret bar graphs.
3. Reasoning Skills Ability to apply knowledge and sense of understanding to carry out detailed written or oral instructions. Ability to deal with problems involving several concrete variables in situations where only limited standardization exists. Ability to analyze and use various documents (contracts, purchase orders, etc.).
4. Computer Skills Ability to use a computer and such applications as Microsoft Windows, Word, Excel, Outlook, and PowerPoint and be able to design custom reports as necessary.
5. Other Skills Must be tactful, mature, flexible and able to successfully respond to multiple work pressures.
6. Education Bachelor’s degree or equivalent required; 0–1 years of relevant work experience preferred

Others

Common Job Functions

1. Contributes to the Team Effort by participating in department meetings; by offering suggestions for efficiency of workflow; by being flexible in work assignments; by covering for other staff as needed; by furnishing support to newcomers in the Company; and by assisting in the transition of new staff.
2. Maintains Professional and Technical Knowledge by attaining job-related certification; by attending educational workshops and applying that knowledge to the job; by reviewing professional publications; and by establishing personal networks.
3. Works Well with Staff by contributing to the professional environment of the office; by coaching when necessary; by taking initiative; by being cooperative; and by understanding how this position affects the Company's bottom-line.
4. Acts on Constructive Feedback by being open to feedback from peers, Supervisors, and clients; and by using the feedback to improve performance. i
5. Seeks Continual Improvement by examining departmental work processes, research procedures, administrative procedures, etc., and recommending changes where appropriate; and by improving usage of software applications in order to improve skills.

Essential Job Requirements Physical Requirements

While performing the duties of this job, the Staff Member is regularly required to sit and talk or hear. The Staff Member is occasionally required to stand, walk, use hands to pick up, handle or feel, and reach with hands and arms. The Staff Member must occasionally lift and/or move up to 10 pounds. This position requires vision abilities such as close vision and the ability to adjust focus.

Working Environment The noise level in the work environment is usually moderate (i.e. working in a business office with computers, printers, and telephones).