Executive Assistant/Japanese Translator

SUMMARY

This role will perform a variety of detailed and complex administrative tasks and support our company’s executive members. The responsibilities include managing calendars, prioritizing activities, making travel arrangements, and supporting meeting set-up. This position also provides timely and accurate translations of e-mails, presentations, reports, etc. Also serves as a liaison between executives and each department and stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
• Manage scheduling for company president and other executives.
• Draft, review and send communications on behalf of company executives.
• Organize and prepare for meetings, including gathering documents and attending meetings.
• Answer and respond to phone calls, communicate messages and information to president.
• Prioritize emails and respond when necessary.
• Coordinate travel arrangements for president and executives.
• Maintain various records and documents for company executives.
• Maintain knowledge of organization structures and staffing and communicates with all staff and executive leadership team members as required.
• Support executive(s) and coordinate with each department within the Company to improve operation.
• Maintain and organize company minutes within the Company.
• Provide support to expatriate members and families by assisting with language support for relocation, work related business and personal needs.
• Deal with confidential matters.
• Provide communication support for Japanese executive(s) and business travelers.
• Translate written materials from English to Japanese and Japanese to English as needed.
• Interpret between Japanese and English-speaking stakeholders.
• Provide interpretation for various meetings as wells as telephone and web conferences from English and Japanese and vice versa.
• Serve as a liaison between senior level management, customers and the President. Uses good judgment and professionalism in communicating with these groups.
• Summarize the content of incoming information and materials to assist the President.
• Provide timely and accurate translations of emails, presentations. Reports, etc.
• Runs company errands when necessary.

EDUCATION and/or EXPERIENCE

• Associate degree (A.A.) from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and related experience.
• At least 5 years of advanced professional administrative assistance experience.
• At least 2 years of interpretation/translation experience.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

The individual in this position will be able to work on own initiative with a minimum of supervision. Excellent organizational skills and attention to detail are required. Must possess excellent verbal and written English and Japanese skills and be able to translate from Japanese to English, and from English to Japanese. Provide administrative and clerical support to executives, using Japanese and English language skills.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Must be able to read, comprehend and interpret policies, instructions, and computer-generated reports.

TOOLS & EQUIPMENT

General office equipment including phones, fax, copier, scanner, phone system, personal computer, etc. Software includes the use of Windows operating system, MS Office applications.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Work is performed in an office environment with quiet to moderate noise levels with occasional exposure to the manufacturing environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully complete the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to move throughout the facility, traverse within office and production areas, communicate with others, and detect or exchange information or ideas. The employee occasionally is required to perform functions which require the manual operation of general office productivity equipment as well as the ability to place, reach, detect, ascend/descend, and position self to navigate within confined working spaces. The employee is required to frequently sit and occasionally must stand, walk, use hands and fingers and reach with hands and arms. The employee may regularly lift and/or move up to 25 pounds, however, the employee may be required to lift and/or move items exceeding 25 pounds occasionally with assistance as necessary.

Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight and adjust vision focus.

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.