JOB SUMMARY: The Executive Assistant (EA) plays a critical role in enhancing the efficiency, productivity, and effectiveness of the Executive Chairman, with additional support to other senior executives as needed. The EA is accountable for directly enabling the Executive Chairman to focus on high-level initiatives, strategic leadership, and decision-making, while also serving as a key liaison to the Senior Manager of Corporate Administration. The EA operates with a high level of autonomy in managing the Executive Chairman's priorities in close alignment with the Senior Manager of Corporate Administration to ensure seamless coordination across the Executive Office. The EA handles executive-specific tasks such as scheduling, communications, and confidential information management in support of broader corporate administration functions (e.g., board, shareholder, governance, and global reporting) as led by the Senior Manager of Corporate Administration. The EA supports these broader functions by preparing materials, coordinating information, and ensuring effective execution under the Senior Manager of Corporate Administration's direction.
This role requires strong judgment, discretion, and adaptability, balancing independent ownership of Executive Chairman-facing responsibilities with collaborative execution of corporate administration priorities.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Administrative Support (Direct to the Executive Chairman; and to other executives as needed): - Calendar Management: Independently manage the Executive Chairman's calendar; support other senior executives' scheduling as requested. Coordinate with the Senior Manager of Corporate Administration to ensure alignment with board, governance, and corporate administration activities.
- Communications: Act as a first point of contact for the Executive Chairman's correspondence; draft, review, and route communications as appropriate. Escalate corporate-level or governance-related communications to the Senior Manager of Corporate Administration.
- Travel Arrangements : Manage Executive Chairman's travel logistics; provide additional support for other executives if assigned. Coordinate with Senior Manager of Corporate Administration for travel related to board or GTB events.
- Task Prioritization: Anticipate and manage the Executive Chairman's priorities, ensuring deadlines and commitments are met, while keeping the Senior Manager of Corporate Administration informed of overlaps with broader corporate priorities.
Executive Operations & Information Management: - Meeting and Report Preparation: Prepare agendas, briefing materials, and notes for Executive Chairman's meetings. When materials relate to governance, board, or shareholder issues, work under the Senior Manager of Corporate Administration's direction to ensure consistency and compliance.
- Confidential Information Management: Independently handle highly sensitive information for the Executive Chairman. Maintain strict confidentiality and coordinate with the Senior Manager of Corporate Administration to align document management systems.
- Financial Oversight: Provide analysis and updates to the Executive Chairman regarding budgets and CAPEX projects. Collaborate with the Senior Manager of Corporate Administration and Finance team to ensure consistency with corporate reporting.
- Document Organization: Maintain systematic records for the Executive Chairman's Office; align filing practices with the broader structure overseen by the Senior Manager of Corporate Administration.
Stakeholder Management: - Board & Headquarters (Yokohama) Relations: Collaborate with and support the Senior Manager of Corporate Administration by preparing and reviewing governance documents, board materials, and shareholder communications, ensuring Executive Chairman's requirements are met
- Relationship Management: Serve as a liaison between the Executive Chairman and internal/external stakeholders. Collaborate closely with the Senior Manager of Corporate Administration when relationships intersect with board, governance, or corporate administration functions.
Advanced Executive Support Functions: - Gatekeeping and Access Management: Manage access to the Executive Chairman, balancing requests with strategic priorities; escalate sensitive or governance-related requests to the Senior Manager of Corporate Administration for coordination.
- Executive Presence: Represent the Executive Chairman in interactions with stakeholders. Ensure consistency with the standards and protocols established by the Senior Manager of Corporate Administration for corporate administration.
- Compliance & Strategic Planning: Keep the Executive Chairman informed of relevant legal and compliance matters; support strategic planning discussions. Coordinate with the Senior Manager of Corporate Administration to ensure alignment with company-wide governance processes.
Organizational Coordination and Development: - Leadership Team Support: Facilitate information flow and reporting between the Executive Chairman's functional teams and the Senior Manager of Corporate Administration, ensuring accurate consolidation for corporate reporting.
- KPI Tracking & Reporting: Assist in preparing leadership team KPI reports; ensure submissions are provided to the Senior Manager of Corporate Administration for review and corporate integration.
- Event Coordination: Plan and coordinate events/meetings for the Executive Chairman; support broader corporate events under the Senior Manager of Corporate Administration's guidance.
- Professional Development & Process Improvement: Independently pursue growth opportunities and suggest improvements to enhance efficiency within the Executive Chairman's Office. Collaborate with the Senior Manager of Corporate Administration to implement process improvements at the broader Executive Office level.
- Additional Duties: Perform other responsibilities as assigned by the Executive Chairman or Senior Manager of Corporate Administration to support organizational success.
REQUIRED KNOWLEDGE/SKILLS/ABILITIES: - Confidentiality : Maintains the highest levels of discretion and confidentiality when handling sensitive information.
- Attention to Detail : Demonstrates exceptional attention to detail and ensures accuracy across all assigned tasks.
- Effective Communication : Demonstrates exceptional communication skills, including outstanding oral, written, and interpersonal proficiency, with a strong command of business English, including spelling, punctuation, and grammar, while consistently presenting a professional demeanor in all interactions.
- Resilience : Exhibits resilience and composure by thriving under pressure, effectively managing high-stakes projects, tight deadlines, and strict performance expectations with professionalism and focus.
- Autonomy : Effectively prioritizes tasks and operates independently with self-motivation and high initiative.
- Efficiency : Excels in organizational and time management capabilities with a proactive work ethic.
- Emotional Intelligence : Demonstrates emotional intelligence (EQ) and maturity by managing emotions effectively, fostering collaboration, resolving conflicts, and building positive relationships while displaying emotional stability, adaptability, cultural and gender sensitivity, and integrity in all interactions.
- Strong Interpersonal Skills : Skilled in building effective relationships with management, colleagues, and the public, demonstrating cultural sensitivity and cross-cultural interaction capabilities.
- Resourcefulness : Exhibits decisiveness, a results-oriented mindset, and innovative problem-solving abilities.
- Technical Proficiency : Advanced expertise in Microsoft Office Suite and adept use of computer software and electronic communication tools for office operations.
- Analytical Expertise: Demonstrates strong business analysis and coordination capabilities, including expertise in data analysis and project management tools.
EDUCATION/EXPERIENCE/BACKGROUND: - Education: A Bachelor's degree (BA or BS) in a related discipline is required.
- Administrative Experience: A minimum of 3 years of administrative support experience is required, showcasing strong organizational skills and the ability to handle complex tasks and competing priorities effectively.
- Industry Experience : Experience in a relevant sector, such as seed, ornamentals, or produce, is highly desirable.
- Language Proficiency : Proficiency in multiple languages, such as English and Japanese or English and Spanish, is preferred but not required.
WORKING CONDITIONS/PHYSICAL DEMANDS: - Must be able to sit for long periods.
- Must be able to work at a computer terminal for long periods.
- Must be able to travel periodically throughout the year.
- Must be able to work long and/or irregular hours.
COMPENSATION & BENEFITS: - Salary: $90,000-$100,000 per year
- Medical, Dental & Vision Insurance coverage for employees and their families
- Basic Life & AD&D Insurance
- 401k program with company match
- Profit Sharing program (via 401k)
- Holiday & Performance Incentive Bonus program
- Paid Vacation: 10 days per year to start, increases with tenure
- Sick Leave: 1 hour accrued per 30 hours worked for first 30 days, 6.67 hours per month after.
- 14 paid company holidays, 2 floating holidays & birthday off
- Paid Family Leave: 15 days after 12 months of service for FMLA qualifying events
* To perform this job successfully, an individual must be able to perform each essential duty (as described above) satisfactorily. Reasonable accommodations may be made to enable Individuals with disabilities to perform these essential functions.
