Executive Administrative Assistant

Specialized Recruiting Group is partnering with a client in Duarte, CA that is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to support the company’s executive leadership team.

This role provides high-level administrative support to the CEO, CFO, and Company Directors. The ideal candidate will possess strong organizational, analytical, and communication skills, along with the ability to handle confidential information with professionalism and discretion.

This position supports executive operations through reporting, data analysis, presentation preparation, event coordination, sales support, and office/vendor management. The ideal candidate is self-motivated, resourceful, and able to work independently with minimal supervision.

Pay: $70,000 – $85,000 DOE

Key Responsibilities

Prepare and analyze sales, backlog, inventory, and manufacturing performance reports
Compile and maintain business data, reports, and databases
Create executive presentations, reports, and meeting materials
Review departmental expenses and prepare supporting documentation
Coordinate office operations, facility maintenance, and outside vendors
Assist with regulatory reporting and compliance documentation
Collect and analyze data from ERP and CRM systems
Prepare and manage Non-Disclosure Agreements (NDAs)
Support annual business planning, budgeting, and special projects
Assist with coordination of corporate meetings and events
Prepare monthly sales, bookings, and shipment reports
Review and edit sales commission reports
Maintain and update regional price books
Publish quarterly sales reports by industry
Compile annual sales budgets
Manage sales representative and Regional Sales Manager (RSM) contracts
Coordinate the Annual Sales Meeting and other key meetings
Arrange international travel, visas, and visitor documentation
Serve as the primary contact for hotel contract negotiations
Qualifications

Fluent in Japanese
Bachelor’s degree in Business Administration preferred, but not required
Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, Project, Access)
Experience with Adobe Illustrator, CorelDraw, or Visio is a plus
Experience with Oracle/JDE and manufacturing environments is a plus
Notary is a plus
Ability to work independently, manage multiple priorities, and maintain confidentiality
About Specialized Recruiting Group

At Specialized Recruiting Group, we take an individualized approach to professional placement. We provide personalized service tailored to the unique needs of both companies and talented candidates.

We specialize in placing top talent in the following areas:

Accounting: Accounts Payable, Accounts Receivable, Staff Accountants, Controllers, and more
Human Resources: HR Generalists, HR Managers, Payroll, Recruiters, and Administrative Support
Administrative: Customer Service, Purchasing, Inside Sales, Executive/Administrative Support
Pay: $31.00 - $40.00 per hour

Benefits:

401(k)
Dental insurance
Health insurance
Vision insurance
Experience:

Executive administrative support: 2 years (Required)
Language:

Japanese (Required)
Work Location: In person