Executive Assistant

DUTIES AND RESPONSIBILITIES:

• Answers and screens telephone calls professionally and timely; takes accurate messages with professionalism and courtesy; arranges conference calls.
• Exercises considerable 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, using individual initiative and as assigned.
• Proactively establishes, and maintains highly organized filing system; files correspondence and other records.
• Coordinates the President’s calendar and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Meets and greets visitors in a courteous and professional manner.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Conducts research; compiles and types statistical reports.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting 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 but not limited to filing, photocopying, faxing, and mailing.
• Performs other related duties as assigned by management.

QUALIFICATIONS:

• 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 for this position.
• Excellent verbal and written communication skills.
• Proficient on Microsoft 365
• Keystroke a minimum of 50 wpm.
• Professional appearance and demeanor
• Versatility, flexibility, and a 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 the 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.

COMPETENCIES:

• Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Project Management--Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Quality Management--Looks for 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; Aligns work with strategic goals.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• 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/or use a keyboard
• Occasionally work near moving mechanical parts
• Occasionally exposure to outside weather conditions
• Occasionally 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. U.S. Jaclean, Inc. is dedicated to promoting diversity, multiculturalism, and inclusion in our workplace. We encourage qualified individuals from all backgrounds to apply.

For more information about U.S. Jaclean, Inc., please visit:

www.usjaclean.com

www.daiwamassage.com