Bilingual Japanese Executive Support Coordinator

International Financial Firm is seeking a Bilingual Executive Support Coordinator who provides high‑level secretarial, operational, and cross‑cultural support to ensure the seamless execution of office activities and strategic initiatives.

In this highly visible role, the individual will manage complex calendars, coordinate executive meetings, welcome and direct distinguished visitors, and serve as a trusted liaison to internal stakeholders in New York, Head Office in Japan, and external partners across the U.S. and Japan. You will oversee a wide range of administrative functions—from travel management and budget reporting to regulatory support and event coordination—ensuring operational excellence and an elevated experience for executives, clients, and community partners.

Executive & Administrative Support to Senior Leaders and the team

• Deliver superior-level secretarial support to Senior Leaders, including calendar ownership, welcoming visitors , meeting coordination, and executive briefing preparation.
• Serve as the office’s primary point of contact for internal and external inquiries, ensuring warm, professional engagement with visitors, clients, government officials, and embassy representatives.
• Coordinate travel and accommodation logistics for Senior Leaders and Head Office executives, ensuring smooth and efficient business trips to Washington, DC, completes all accounting forms for reimbursements, maintains membership, subscription, donation and pays dues in various organizations.

Operational Management & Office Leadership

• Oversee daily office operations, including file management, office organization, and maintenance of internal procedures and manuals.
• Manage procurement of business cards, office supplies, floral arrangements, and client gifts with impeccable attention to quality and brand representation.
• Process “Gift & Entertainment” requests accurately and in alignment with firm’s compliance guidelines.
• Administer membership, subscription, donation, and dues payments for business, professional, and community organizations.

Financial, Compliance, and Audit Support

• Prepare and submit administrative reports to New York and Head Office, including budget updates, compliance documentation, third‑party maintenance, and detailed record keeping.
• Support Internal Audit and regulatory reviews, coordinating materials and ensuring adherence to required timelines.
• Manage property tax inventory reporting and contribute to the maintenance of essential risk and business continuity tasks, including records management and incident reporting.

Stakeholder Engagement & Community Representation

• Maintain strong working relationships with U.S. government agencies, the Japanese Embassy, U.S.–Japan organizations, corporate clients, and administrative counterparts across the region.
• Support company sponsored and Japanese community events.
• Provide administrative support for leadership serving on the Japan Commerce Association Board, including event coordination and document preparation.

Others

• Oversee , building access setup, and onboarding administrative tasks for new employees in the office.
• Maintain and update the Ld‑2 list and other administrative trackers critical to DC operations.
• Collaborate with administrative colleagues to enhance workplace efficiency, share knowledge, and provide coverage across key tasks.
• Identify and escalation issues requiring management intervention to ensure risk mitigation and operational integrity.
• Other duties assigned by Senior Leaders and executives

• Bilingual fluency in Japanese and English(business level in both written and verbal communication) required.
• 5–10 yearsof professional experience in administrative, executive support, or operations roles required
• Exceptional organizational skills with a meticulous attention to detail.
• Strong communication skills and the ability to interact professionally with senior leaders, external stakeholders, and global colleagues.
• High proficiency in Microsoft Word, Excel, and PowerPoint.
• Bachelor’s degree or equivalent preferred
• Experience working within financial services, global organizations, or Japanese corporate environments preferred
• Demonstrated ability to manage sensitive information with discretion and sound judgment.