Nihon Kohden Looking for Executive Assistant, Finance & Legal at Irvine, CA, United States Full Time

Job Description

The Executive Assistant provides executive support for the CFO, VP Finance, and US General Counsel & VP Compliance, and acts as the primary point of contact for the Finance and Legal team senior leadership. The Executive Assistant also works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, deadlines, and confidential matters with discretion. The Executive Assistant partners and works within the administrative support team for collaboration, knowledge sharing, visibility to other departments, and back-up support.
Key success factors include: the ability to exercise good judgement in a variety of situation, and the ability to maintain a realistic balance among multiple priorities.
Target salary is $70,000 or above, depending on years of experience and expertise.
ESSENTIAL FUNCTIONS AND MAIN DUTIES

• Manage extremely active calendars; complete documents and reports; compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agendas; and compile documents for meetings.
  • Plans, coordinates and ensures the Executives’ schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Executives’ time and offices.
  • Arrange travel and lodging. May assist other team members in coordinating travel as needed. Manage expense reporting.
  • Schedule and organize meetings and interviews, both on/off-site. Reserve meeting space and logistics.
• Manage and follow-through on projects to successful completion, often with deadline pressures.
  • Provide administrative support to Compliance and Grants team
• Successfully complete critical aspects of deliverables with a hands-on approach a variety of tasks that facilitate Executive’s ability to effectively lead the organization.
  • Email Management
  • Draft and review correspondence in a timely manner.
  • Create spreadsheets, presentation slides and document creation – formatting and editing, and consolidating and analyzing data.
• Research, prioritize, and follow up on incoming issues and concerns of interest to the Executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Prioritize conflicting needs; handle matters expeditiously, proactively.
  • Maintain confidentiality.
  • Partner with HR as needed.
• Provide a bridge for smooth communication between Executives and internal departments; demonstrating leadership to maintain credibility, trust and support.
  • Support the cultivation of ongoing business relationships with key contacts made by Executives.
• Foster effective working relationships and communication with other administrative roles across the organization.
• Adhere to all company policies, procedures, and business ethics codes.
• Duties may be modified or assigned at any time based on business need.

QUALIFICATIONS
Education / Certification / Experience Required:

• Bachelor’s degree in business administration or related discipline; relevant education and experience accepted in lieu of degree
• 5+ years of experience in administrative support at an executive level
• Work history that demonstrates reliability and stability

Competencies Required:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy, and tact.
• Communicate clearly and professionally through effective listening, speaking and writing skills. Articulate; writes clear and concise messages, instructions, on-going communications with employees.
• Highly proficient in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel)
  • Advanced knowledge of Excel, including but not limited to PivotTables, advanced charting, data validation and manipulation
• Perform successfully working both independently and as an effective member of the team, adapting to changing requirements, deadlines and priorities as needed.
• Ability to work productively with internal customers, to build positive relationships, and to effectively push-back as needed.
• Proactive approaches to problem-solving with strong decision-making capability
• Productive; high energy; generally positive and upbeat outlook
• Knowledge of Japanese culture and Japanese language skills are desirable

PERKS AND BENEFITS
Click here to learn more about working at Nihon Kohden America

• Paid Time-Off
• Group Insurance Plans
• FSA, HSA
• 401(k)
• Company Bonus
• Vacation Donations
• Car Allowance Program
• Wellness Program
• Volunteer Day
• NK University
• Tuition Reimbursement
• Professional Development
• Discounted Tickets
• Employee Referral Bonus up to $4,000

WORKING CONDITIONS
SCHEDULE: The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday–Friday, unless otherwise stated by the department manager. Holiday, weekend, and evening work hours may be required. Regular hours may vary due to the needs of the organization or department and are subject to change at any time at the Company’s discretion.
PHYSICAL: Generally may require some reaching, bending, stooping, squatting, crawling, kneeling, pushing, pulling, lifting, carrying up to 25 pounds, finger dexterity, repetitive motions, standing, walking, sitting, hearing, visual acuity, color vision, and 2-way written/verbal communication in English. More specific details may be provided as needed or requested.
TRAVEL: Minimal/as needed for company events
ACCESS to CUSTOMER SITES: Not Required
Nihon Kohden America’s official EEO policy statement follows. In keeping with this policy, Nihon Kohden America will continue to recruit, hire, train, and promote into all job levels the most qualified persons without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability, or because he or she is a protected veteran. Similarly, Nihon Kohden America will continue to administer all other personnel matters (such as compensation, benefits, transfers, layoffs, company-sponsored training, education, tuition assistance, and social and recreational programs) in accordance with Company policy. Nihon Kohden America bases employment decisions on objective standards as much as possible in the furtherance of equal employment opportunity.
If you have a disability under the Americans with Disabilities Act or similar law, or you require a religious accommodation, and you wish to discuss potential accommodations related to applying for employment at Nihon Kohden, please contact Human Resources.