Administrative Assistant

Summary

The Administrative Assistant provides high-level administrative support to Human Resources and designated members of the executive leadership team, including the SVP of Human Resources, CEO, and COO. This position serves as a trusted administrative partner, managing complex calendars, coordinating domestic and international travel, preparing expense reports, facilitating meetings and appointments, and supporting executive and HR priorities.

The role requires exceptional organization, attention to detail, discretion, responsiveness, and professionalism. The Administrative Assistant must be comfortable managing competing priorities, coordinating across multiple time zones, anticipating administrative needs, and communicating effectively with employees, executives, and external business partners. The position will also provide administrative support to Yokohama’s Development Center on an as-needed basis.

Responsibilities

• Provide high-level administrative support to the SVP of Human Resources, CEO, COO, and other designated executives, serving as a trusted and responsive resource for day-to-day administrative needs.
• Manage complex calendars, appointments, meetings, and competing priorities across multiple domestic and international time zones, proactively resolving scheduling conflicts and communicating changes.
• Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, and other travel logistics; proactively address changes or issues that arise.
• Prepare and process executive expense reports accurately and timely, including gathering documentation and reconciling expenses.
• Manage and support the corporate travel program, including employee support, system troubleshooting, travel partners, negotiated rates and agreements, booking-related issues, and overall program administration.
• Coordinate executive and HR meetings, including scheduling, meeting rooms, agendas, presentations, materials, virtual meeting details, and other logistics as needed.
• Plan and execute executive and company off-site meetings with a high level of attention to detail, coordinating venues, travel, accommodations, meeting space, meals, schedules, materials, and related logistics.
• Prepare, proofread, and format correspondence, presentations, spreadsheets, reports, meeting materials, and other business documents.
• Provide administrative and project support to Human Resources, executive leadership, and YDCA as needed, including special projects and time-sensitive assignments.
• Manage daily mailroom operations, including receiving, sorting, distributing, and coordinating outgoing mail and shipments to ensure timely and accurate delivery.
• Manage the ordering, stocking, and daily upkeep of communal office snacks and refreshments, monitoring inventory and expenditures to maintain appropriate supply levels while staying within the approved budget.
• Maintain a high degree of confidentiality and sound judgment when handling sensitive employee, business, and executive information.
• Build strong working relationships across the organization and with external partners, ensuring communication is timely, professional, responsive, and appropriately followed through.
• Perform other related administrative duties as assigned.

Knowledge and Skills

• Exceptional organizational, prioritization, and time-management skills with strong attention to detail.
• Demonstrated ability to manage complex calendars, competing priorities, and frequent scheduling changes.
• Ability to coordinate effectively across multiple time zones and with geographically dispersed teams.
• Excellent written and verbal communication skills with a strong emphasis on responsiveness and professionalism.
• High degree of discretion and demonstrated ability to handle confidential and sensitive information appropriately.
• Strong interpersonal skills and ability to communicate professionally with executives, employees, external partners, and visitors.
• Ability to anticipate needs, exercise sound judgment, and independently resolve routine administrative issues.
• Ability to remain composed, flexible, and solutions-oriented when priorities or schedules change.
• Strong follow-through and demonstrated ability to manage assignments from initiation through completion.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and other standard business applications.
• Experience using corporate travel and expense-management systems; experience with Concur preferred.
• Ability to work independently while maintaining strong communication with supported leaders and stakeholders.
• Ability to appropriately prioritize urgent executive and HR requests while maintaining accuracy and service levels.

Education and Experience

• 5+ years of progressively responsible administrative support experience required.
• Previous experience providing administrative support to senior leaders or executives strongly preferred.
• Experience managing complex calendars, travel arrangements, meetings, and expense reporting required.
• Experience supporting Human Resources or an executive leadership function preferred.
• Experience coordinating domestic and international travel is strongly preferred.
• Experience planning executive meetings, off-sites, or similar business events preferred.
• High school diploma required; bachelor’s degree preferred.

Physical Requirements

• Must be able to remain in a stationary position, often sitting or standing for prolonged periods of time while working on a computer.
• Ability to repeat motions that include the wrists, hands and/or fingers
• Must be able to occasionally lift and or move up to 20 pounds