Executive Administrative Assistant; Bilingual Japanese​/English

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Join to apply for the Executive Administrative Assistant (Bilingual Japanese/English) role at Talence Group | Executive Search & Consulting

Location: Headquarters in downtown Portland, OR

Publicly-traded Company - Confidential

On-site with some flexibility

Reports to: Executive Leadership

Company Accolades:

World’s Most Ethical Companies (Ethisphere)

Global 100 - World's most sustainable companies

MSCI ESG Rating - AAA

Great Place to Work Certified

Overview

The Executive Assistant will be a trusted partner to senior leaders of a recognized TIME
100 most influential companies, providing comprehensive, high-level administrative support in both Japanese and English. This role requires exceptional organizational, communication, and intercultural skills to effectively support global executives and bridge operations between the U.S. and headquarters in Japan. Key responsibilities include managing the executives’ schedule, coordinating international meetings and travel, translating documents and communications, and serving as a liaison between Japanese/English-speaking stakeholders.

The ideal candidate will demonstrate exceptional discretion, professionalism, and a deep understanding of Japanese business culture and communication etiquette.

Accountabilities

• Manage day-to-day executive support, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Translate correspondence, documents, and meeting materials (Japanese English) with precision and professionalism. Facilitate communication between U.S.
  
  -based executives and executives headquartered in Japan.
• Bridge communication and cultural differences between Japanese and American teams. Ensure cultural norms and protocols are respected in internal and external interactions.
• Schedule and organize executive meetings, including preparing agendas, taking minutes, tracking follow-ups, and coordinating logistics.
• Draft, edit, and format executive-level communications, reports, and presentations in both English and Japanese.
• Handle sensitive and proprietary information with the highest level of confidentiality and judgment.
• Assist with light accounting tasks (such as invoice tracking and reconciliation), budget coordination, and special projects as assigned.

Qualifications

• 
  Native or near-native fluency in Japanese, with fluent English proficiency (verbal and written), is required.
• Minimum of 3–5 years supporting senior executives in a corporate or multinational environment. Experience in Japanese companies or joint ventures is highly desirable.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). Familiarity with basic accounting tools or systems is a plus.
• Strong understanding of Japanese business etiquette and communication practices. Demonstrated ability to operate effectively in multicultural settings.
• Highly organized, detail-oriented, proactive, and capable of managing multiple priorities with grace and discretion.
• Preferred, not required:
• Experience in the manufacturing, recycling, or logistics industries
• Previous support role in a Japanese-owned or joint-venture company
• Familiarity with enterprise software systems and project management tools
• Competitive salary and top-rate benefits package including matching 401K, strong PTO, exceptional healthcare and wellness, and a bonus plan
• Opportunity to work closely with a global leadership team
• A collaborative, mission-driven culture focused on sustainability and innovation

• Seniority level
  
  Not Applicable

• Employment type
  
  Full-time

• Job function
  
  Administrative and Project Management
• Industries Manufacturing and Primary Metal Manufacturing

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