Executive Assistant- Japanese Bilingual

Quick USA Inc.; Plano (TX); Vor Ort; USD 100.000 - 116.000; Vollzeit

Zusammenfassung

Quick USA Inc. in Plano, TX seeks a highly organized Executive Assistant (Japanese/English bilingual) to provide comprehensive support to senior executives on-site.

You will manage complex calendars, coordinate global travel, process expenses, and plan corporate events with discretion and efficiency. The ideal candidate has 5+ years of executive support experience, advanced Microsoft 365 skills, and superb cross-cultural communication.

Qualifikationen

• 5+ years of executive administrative support experience, preferably for C-suite.
• Professional bilingual proficiency in Japanese and English.

Aufgaben

• Manage complex calendars and travel for executives.
• Coordinate meetings, materials, and events.
• Translate short Japanese documents when needed.
• Support IT/service requests via ticketing systems.

Kenntnisse

Japanese-English bilingual

Calendar management

Travel coordination

Event planning

Discretion/confidentiality

Cross-cultural communication

Process improvement mindset

Ausbildung

Bachelor's degree in Business Administration or related field

Tools

Microsoft 365

ServiceNow

Chrome River

FCM Travel

Jobbeschreibung

Executive Assistant- Japanese Bilingual

This position seeks a highly organized and proactive bilingual (Japanese/English) Executive Assistant to provide comprehensive administrative support to senior-level executives. Operating fully on-site in Plano, TX, this role ensures seamless executive operations through complex calendar management, global travel coordination, expense processing, and meticulous corporate event planning. The ideal candidate will bring over five years of dedicated executive support experience, advanced proficiency in Microsoft 365 tools, and the ability to manage highly confidential information with the utmost discretion. Serving as a crucial liaison between Japanese and non-Japanese stakeholders, this professional will leverage exceptional cross-cultural communication skills and a continuous-improvement mindset to optimize daily workflows and support organizational success.

Essential Duties

• Manage schedules and travel plans for Japanese and non-Japanese executives
• Plan and coordinate complex meetings and conference calls using Microsoft Teams, Zoom, and other platforms for Japanese staff and designated executives.
• Communicate in Japanese and other Japanese companies regarding schedules, meetings, travel, and related coordination.
• Coordinate executive calendars, conference rooms, agendas, meeting materials, catered meals, committees, and cross-functional meetings.
• Arrange domestic and international travel, including flights, hotels, rental cars, limousines, and other ground transportation, using designated travel systems.
• Prepare travel-related expense reports and process non-travel invoices and related expense reports accurately and on time.
• Coordinate local arrangements for business travelers and affiliated companies.
• Plan and organize executive, department, and company events, including venues, meals, invitations, schedules, stakeholder communication, meeting dinners, conferences, congresses, and showcases.
• Translate short Japanese documents into English as needed and distribute information, reports, and documentation to stakeholders.
• Receive and send domestic and international mail and parcels; order office supplies; maintain distribution lists; and support departmental communications.
• Submit IT or service requests through ticketing systems such as ServiceNow and provide backup support for other executive assistants as needed.
• Use Microsoft 365 tools, including Outlook, Teams, Excel, PowerPoint, and Word, to support executive operations.
• Proactively identify administrative needs, risks, and solutions, and learn AI-enabled tools and new technologies that improve productivity and workflows.
• Handle confidential executive, employee, and business information with discretion and follow applicable data‑handling requirements.
• Apply continuous improvement, standardized work, problem solving, collaboration, and respect for people in daily responsibilities.

Working Hours / Working style

09:00 - 18:00

Monday to Friday

On-site (5 days in Office)

※Occasional evening or weekend support may be required for urgent travel, meeting, or event coordination as job duties demand.

Working Location

Plano, TX

Salary / Benefit

$100K- $116K (DOE, Temp)

Holidays

Saturday, Sunday and Company designated holiday.

Qualifications

• 5 + years of successful executive administrative support or office operations experience, preferably supporting C-suite or senior executives.
• Professional bilingual proficiency in Japanese and English, including reading, writing, speaking, and business communication.
• Demonstrated experience managing complex calendars, meetings, travel, expenses, invoices, and events.
• Advanced proficiency in Microsoft Office and Microsoft 365, especially Outlook, Teams, Excel, PowerPoint, and Word.

Preferred

• Bachelor's degree in Business Administration, Communications, or a related field
• Experience with corporate travel and expense tools such as Chrome River or FCM Travel.
• Experience with ticketing systems such as ServiceNow.
• Experience planning executive or company events.