Executive Administrative Assistant

Overview

Yamamotoyama U.S.A. stands as a testament to the art of traditional Japanese green tea and nori seaweed products, upholding a commitment to unparalleled quality since 1690. Our culture is enriched by diverse backgrounds, all striving to find their unique voice in a harmonious blend. This spirit of unity in diversity extends to our portfolio, which includes the globally recognized Stash Tea Company, offering an expansive array of premium teas.

In addition, we proudly present Ujido, a brand deeply rooted in the art and tradition of Japanese Matcha. Our dedication to excellence is not just in our products, but in the mosaic of voices that shape our legacy.

We Encourage You To Apply

We understand that not everyone fits perfectly into a list of qualifications. If you are passionate about this role, our product, and our history, we encourage you to apply even if you don t meet all the listed requirements. We value diverse experiences and are committed to creating an inclusive environment where everyone can thrive.

The Executive Administrative Assistant provides high-quality administrative, operational, and organizational support to the President and serves as a central hub for coordination across the Executive Team. This role ensures the President’s time, priorities, and commitments are managed with excellence and supports a smooth, efficient, and professional office environment. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a fast-paced, entrepreneurial environment.

This position also plays a key role in reinforcing the company’s culture — serving as a member of the Culture Committee and helping design experiences that advance our purpose of Inspiring Joy & Wellness.

• Executive Support
• Manage complex calendars for the President.
• Prepare briefing materials.
• Support development of presentations and meeting materials.
• Host and coordinate virtual meetings.
• Manage sensitive and confidential information.
• Anticipate needs proactively.
• Travel & Expense Management
• Coordinate travel arrangements for the President, Senior Vice Presidents (SVPs), and occasionally the CEO.
• Oversee detailed travel itineraries.
• Process expense reports for the President and SVPs
• Office Management
• Ensure office supplies and equipment are stocked, including ordering supplies and equipment from vendors.
• Manage cloud-based phone system messages.
• Design and implement mail distribution process
• Serve as a point of contact for office vendors.
• Ensuring common areas (lobby, kitchen areas, conference rooms) are consistently tidy and well-presented
• Caring for and maintaining office plants to keep them healthy and visually appealing
• Refreshing office aesthetics through light décor, organization, and thoughtful touches
• Identifying opportunities to improve the overall look and feel of the workspace
• Culture Committee & Employee Engagement
• Serve as a key member of the Culture Committee.
• Support the planning and execution of employee engagement events.
• Assist with internal communications supporting Purpose and Values.
• Cross-Functional Coordination
• Partner with People & Culture (HR), Operations, Customer Development (Sales), Finance, and Marketing departments to schedule meetings.
• Assist with documentation and action tracking from Leadership Team meetings.
• Support onboarding for new Leadership Team members, including designing onboarding schedules and scheduling onboarding meetings.
• Maintain executive resources and contacts list.
• Special Projects
• Support ad-hoc research and project coordination.
• Assist the President with strategic initiatives as needed.
• Assist with Quarterly Leadership Summit.

Requirements:

• 5+ years supporting senior executives.
• Strong organizational and time-management skills.
• Ability to manage confidential information.
• High proficiency in Microsoft Office and virtual meeting tools.
• Excellent written and verbal communication skills.
• Professional presence.

Preferred

• Experience in the CPG industry or fast-paced environment.
• Project management or event-planning background.
• Knowledge of Japanese culture (a plus).
• Experience supporting international travel.