Executive Assistant

Job Summary

This position provides essential administrative support to the CEO, CFO, and various company directors. It requires thorough knowledge of company operations, policies, and procedures, as well as the ability to manage highly confidential information. Responsibilities include research, data collection, and preparation of presentation materials for executives and managers. The role involves coordinating corporate events and resolving issues in day-to-day business operations under the guidance of supervisors. An initiative-taker mentality and the ability to work independently with minimal direction are essential.

Essential Duties

• Compile sales performance data for trend analysis and revenue projection.
• Maintain and analyze sales order lists to maximize sales.
• Maintain inventory asset data for executive review.
• Analyze manufacturing performance data for decision-making.
• Prepare presentation packages for meetings.
• Review departmental expenditures and prepare detailed reports.
• Coordinate contracted services for office management and facility maintenance.
• Compile data for regulatory submittals.
• Collect data from ERP and CRM systems for executive analysis.
• Manage Non-Disclosure Agreements with customers and associates.
• Assist in preparing and forming the annual business plan.
• Perform other duties and special projects as assigned.

Sales Duties

• Publish monthly sales, bookings, and shipment data.
• Edit monthly commission reports.
• Update price books for various regions.
• Publish quarterly sales reports by industry.
• Compile annual budgets from regional sales managers.
• Manage contracts for sales representatives and regional managers.
• Organize the Annual Sales Meeting and the August RSM Meeting.
• Coordinate international travel documents and correspondence.
• Negotiate hotel contracts.
• Perform other sales duties as assigned.

Education & Experience

• Fluency in Japanese required.
• BA degree in Business Administration preferred but not required.
• Excellent communication skills, both oral and written, required.
• Advanced computer skills, including Microsoft Office and Adobe Illustrator, required.
• Experience in industrial and competitive research through the Internet required.
• Availability to work outside of regular business hours required.
• Oracle/JDE and manufacturing experience a plus.
• Notary is a plus.

Other Qualifications

• Ability to manage multiple tasks independently.
• Manage confidential information effectively.
• Exceptional organization and time management skills.
• Proven ability to meet deadlines accurately.
• Initiative-taking with a keen sense of ownership.
• Understand and participate fully in the company's mission.

Language Skills

Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, customers, and the public.

Mathematical Skills

Ability to calculate figures and amounts such as proportions and percentages. Apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations with limited standardization. Interpret instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

• Stand and walk: 1/3 of the time
• Sit: 2/3 of the time
• Reach with hands and arms: 2/3 of the time
• Use hands to finger, handle, or feel: 2/3 of the time
• Talk or hear: 2/3 of the time
• Carry, push, or pull: 1/3 of the time
• Lift up to 10 lbs: 1/3 of the time
• Bend: 2/3 of the time

The above description is not intended to be an all-inclusive list of duties and responsibilities but to describe the general nature of the job.

Location

Monrovia offers a vibrant community with a rich history and a welcoming environment. Situated in California, it provides a balance of urban amenities and natural beauty, making it an ideal place to live and work.

EOE/M/F/Vet/Disabled