Organization: U.S.-Japan Council
Location: Remote (U.S.)
Hours: Full-time Exempt
About the U.S.-Japan Council (USJC)
Founded by Japanese Americans in 2009, the U.S.-Japan Council is the premier organization dedicated to strengthening U.S.-Japan relations through people-to-people connections. From high school classrooms to corporate boardrooms, from college lecture halls to the halls of government, we develop and connect leaders at every level from all sectors committed to a strong and enduring global partnership. Through our transformative leadership initiatives, innovative exchange programs, and impactful in-person and virtual events we bring together leaders at every level to address key bilateral issues. Our community of members across the United States and Japan is a vibrant and diverse professional and personal network that fosters deep and meaningful connections.
Position Overview
The Executive & Administrative Assistant (EAA) plays a dual role in supporting the operational excellence of the U.S.-Japan Council. Reporting directly to the President & CEO for executive support and to the Director of Finance & Administration for broader organizational support, the EAA ensures the smooth functioning of both leadership and organizational operations.
This position requires a proactive, detail-oriented, and highly organized individual who thrives in a mission-driven, results-oriented, and collaborative environment. The EAA is a critical partner to the President & CEO, managing schedules, communications, and other administrative tasks to facilitate effective leadership. The role also encompasses general administrative responsibilities to support the organization’s broader operations.
Key Responsibilities
Executive Assistant to the President & CEO (50%)
As a key partner to the President & CEO, the Executive and Administrative Assistant provides high-level administrative and organizational support to ensure seamless leadership operations. Responsibilities include:
- Calendar Management: Schedule and coordinate meetings, appointments, and events; prioritize conflicting needs and ensure the executive’s time is used effectively.
- Travel Arrangements: Plan and book travel itineraries, including international travel; prepare detailed travel schedules.
- Meeting Preparation: Prepare agendas, take meeting minutes, and compile briefing materials; ensure follow-ups on key action items.
- Expense Reporting: Prepare and process expense reports and track budgetary items related to the executive’s activities.
- Board Support: Manage board and committee scheduling, including setting meeting dates, reminders, agendas, minutes, and document archiving.
Administrative Support to the Organization (50%)
Under the guidance of the Director of Finance & Administration, the Executive & Administrative Assistant provides broad organizational support through the following categories:
Office Management: Oversee office systems, supplies, and vendor relationships to ensure efficient operations. Serve as the primary contact for office properties, including space management and addressing maintenance requests.
Calendar & Event Coordination: Maintain the USJC Staff Calendar, sending timely reminders for office-wide events and deadlines. Organize meetings, retreats, and events by coordinating schedules, logistics, and preparing necessary materials.
Intern Management: Recruit, onboard, and oversee interns to facilitate their integration and ensure productivity within the organization.
Document & Compliance Management: Manage organizational templates, maintain contact systems, and archive key documents. Ensure compliance with required staff training and other regulatory tasks.
Special Projects & General Support: Contribute to special projects and research initiatives as assigned. Provide general administrative support to enhance organizational effectiveness.
Qualifications
- Education: Bachelor’s degree in Business Administration, Communications, or related fields preferred.
- Experience: At least 5 years of experience supporting senior-level executives, ideally in a nonprofit organization.
- Skills:
- Exceptional organizational and multitasking skills.
- Strong verbal and written communication abilities.
- Proficiency in office software (e.g., Microsoft Office, Google Workspace) and scheduling tools.
- High attention to detail and ability to prioritize tasks effectively.
- Experience managing complex scheduling, travel logistics, and board communications.
- Familiarity with social media tools and analytics platforms is a plus.
- Attributes:
- Discretion, confidentiality, and responsiveness in high-stakes roles.
- High emotional intelligence and adaptability.
- Team-oriented mindset with the ability to work independently.
- Flexibility to handle shifting priorities and deadlines.
- Connection to Mission: Bilingual ability (English and Japanese) is highly desirable. Connection to USJC’s mission and values is a strong plus.
This is a unique opportunity to contribute to a dynamic, impactful organization at the forefront of U.S.-Japan relations. We look forward to your application.
How to Apply
Please send resume and cover letter to [email protected]. Please include “Executive & Admin Asst” in the subject line. Applications will be accepted until the position is filled.
The U.S.-Japan Council is an EEO/AA employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, sexual orientation, age, disability, protected veteran status, or any other characteristic protected by law.