Executive Assistant

Takasago International Corp. (USA); Rockleigh (NJ); On-site; USD 70,000 - 100,000; Full time

Job summary

Takasago International Corporation USA is seeking an Executive Assistant to support the Vice President of Human Resources and the President of TAKUS. The role requires confidential execution of complex administrative tasks, calendar management, travel planning, and fleet administration, partnering with Finance and HR to ensure efficiency and discretion.

The ideal candidate will have 5+ years in executive support, strong communication skills, and a proactive, polished demeanor in a fast-paced

Qualifications

• Manage complex calendars, ELT meetings, agendas and minutes.
• Coordinate travel arrangements and executive correspondence.
• Oversee fleet administration and vendor relationships.

Responsibilities

• Provide high-level confidential administrative support to ELT.
• Support Executive Leadership Team and Committees.
• Oversee corporate fleet administration and travel logistics.
• Support corporate systems and cross-functional initiatives.
• Maintain discretion and professionalism in all matters.

Skills

Executive support

Calendar management

Confidentiality

Discretion

Organization

Communication

Project coordination

Vendor management

Travel coordination

Japanese bilingual

Education

Bachelor's degree preferred

Business degree or equivalent experience

Job description

The Executive Assistant to the Vice President of Human Resources and President of Takasago International Corporation (USA) provides high-level, confidential administrative, operational, and project support to select members of the Executive Leadership Team (ELT) at Takasago International Corporation USA (TAKUS). This position serves as a trusted administrative partner to executive leadership and requires exceptional judgment, discretion, organization, responsiveness, and the ability to manage multiple priorities in a fast-paced, executive-level environment.

The position is also responsible for several specialized corporate programs and administrative functions, including serving as a liaison for the Estée Lauder account, coordinating the Ikigai Committee, fundraisers, corporate events, and related initiatives, and administering the TAKUS corporate fleet program.

The role manages complex executive calendars, ELT meetings, agendas, minutes, travel arrangements, executive correspondence, and confidential information. In addition, the position oversees fleet administration, including vehicle leasing, registration, insurance, maintenance, gas card administration, and vendor relationships. The position partners closely with Finance, Human Resources, executive leadership, external vendors, and other internal stakeholders to ensure efficient, compliant, and cost-effective administration of these programs.

Key Responsibilities

Executive & Administrative Support

Executive Leadership Team & Committee Support

Corporate Fleet Administration

Travel Administration

Corporate Systems & Employee Support

Exceptional professionalism, judgment, discretion, and confidentiality,

Education

Bachelor's degree in Business Administration, Communications, or a related field preferred. Business school, associate degree, or equivalent combination of education and relevant professional experience will be considered.

Experience

• Minimum 5+ years of progressive experience in an executive administrative, corporate administration, executive assistant, or related role.
• Experience supporting executive leadership in a corporate environment strongly preferred.
• Demonstrated experience managing confidential information and executive-level communications.
• Experience coordinating complex calendars, meetings, travel, events, and/or corporate programs.
• Experience with vendor management, fleet administration, travel administration, or related operational responsibilities is highly desirable.
• Experience in chemical manufacturing, flavors and fragrances, consumer products, or related manufacturing industry is a plus.
• Bilingual skills in Japanese is a plus.

The successful candidate will be a highly organized, polished, proactive, and trusted professional who can effectively represent Takasago and its executive leadership while managing a diverse portfolio of responsibilities. The individual must demonstrate the ability to balance executive priorities, operational requirements, and confidential matters with professionalism, sound judgment, and a consistently high level of service.