Executive Assistant

SUMMARY

Seeking a highly organized Executive Assistant to provide administrative support to our executive team, managing schedules, coordinating meetings, and handling correspondence. The ideal candidate will be proactive, detail‑oriented, and possess excellent communication skills to ensure efficient operations within the executive office.

U.S. Jaclean, Inc. is a leading producer of massage chairs and health products founded in 1982. The company is headquartered in California with facilities nationwide.

• Answers and screens telephone calls professionally and timely; takes accurate messages with professionalism and courtesy; arranges conference calls.
• Exercises judgement and discretion in handling requests for appointments and telephone calls.
• Reviews and responds to daily internal/external mail and overnight packages; sends and receives faxes.
• Prepares daily mail for President.
• Composes, types, and distributes professional correspondence, memoranda, and e‑mails.
• Proactively establishes and maintains a highly organized filing system; files correspondence and other records.
• Coordinates the President’s calendar and schedules appointments, ensuring all parties are informed and kept aware of schedule changes.
• Meets and greets visitors in a courteous and professional manner.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures correct account codes and required signatures.
• Conducts research; compiles and types statistical reports.
• Coordinates meetings, including preparing and distributing agendas, reserving facilities, and recording and transcribing minutes.
• Attends meetings and other functions as needed.
• Prepares work agreements and proposals and maintains appropriate records and files.
• Assists with special projects as assigned.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Performs general clerical duties including filing, photocopying, faxing, and mailing.
• Performs other related duties as assigned by management.

• Associate’s degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience.
• Fluency in both Japanese and English (speaking and writing) is required.
• Excellent verbal and written communication skills.
• Proficient in Microsoft 365.
• Keystroke speed minimum 50 wpm.
• Professional appearance and demeanor.
• Versatility, flexibility, and willingness to work within constantly changing priorities with enthusiasm.
• Ability to work on complex projects with general direction and minimal guidance.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgement with ability to make timely and sound decisions.
• Strong organizational, problem‑solving, and analytical skills; able to manage priorities and workflow.
• Ability to work independently and as a member of various teams and committees.
• Demonstrated ability to plan and organize projects.

• Problemving – Identifies and resolves problems promptly, gathers and analyzes information, develops alternative solutions, and works effectively in group problem‑solving situations.
• Project Management – Develops project plans, coordinates projects, communicates changes and progress, completes projects on time and within budget, and manages project team activities.
• Written Communication – Writes clearly and informatively, edits for spelling and grammar, varies style to meet needs, presents numerical data effectively, and reads and interprets written information.
• Quality Management – Seeks ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Business Acumen – Understands business implications of decisions, displays orientation to profitability, demonstrates knowledge of market and competition, and aligns work with strategic goals.

• Frequently required to sit, stand, and walk.
• Continually required to utilize hand and finger dexterity.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate equipment, read technical information, and use a keyboard.
• Occasionally work near moving mechanical parts.
• Occasionally exposed to outside weather conditions.
• Occasionally exposed to loud noise.

U.S. Jaclean, Inc. is an equal‑opportunity employer and is committed to creating a diverse and inclusive work environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.