Administrative Assistant

General Description

The Administrative Assistant will provide administrative, organizational, and business development support to the President & CEO and the Vice President of Business Development. This position serves as a key coordination role between executive management, clients, business partners, and internal departments. Approximately 50% of the role will focus on executive support activities for the President & CEO, while the remaining 50% will focus on business development coordination, CRM administration, proposal support, and client relationship management activities.

Job Responsibilities

Administrative Assistant Responsibilities

• Manage calendars, meetings, and scheduling for the President & CEO.
• Coordinate travel arrangements and expense reporting.
• Prepare meeting materials, presentation documents, and executive correspondence.
• Coordinate communication with Shimizu Corporation in Japan.
• Support executive visits, client meetings, and corporate events.
• Provide administrative support for management meetings and executive activities.
• Handle confidential information and maintain executive records.

Business Development Coordinator Responsibilities 

• Maintain and update CRM systems (Salesforce or equivalent), including client and opportunity information.
• Track business development pipeline activities and prepare reports.
• Coordinate proposal, presentation, and marketing material preparation.
• Prepare meeting minutes and track action items for Business Development activities.
• Maintain client contact databases (including business cards control) and related business development records.
• Coordinate customer visits, meetings, and follow-up activities.
• Coordinate and communicate with Shimizu Corporation in Japan and clients.
• Support participation in trade shows, industry events, and local community activities.
• Maintain business development documents, reports, and marketing materials.
• Assist with weekly and monthly business development reporting.
• Visitors’ arrangement

Required Qualifications

• Native-level Japanese language proficiency.
• Business-level English communication skills (speaking and writing).
• 3-7 years of experience as an Administrative Assistant, Sales Coordinator, or related position.
• Strong organizational, communication, and coordination skills.
• Proficiency in Microsoft Office Suite (Office 365, Word, Excel, PowerPoint, Outlook).

Preferred Qualifications

• Experience with CRM systems such as Salesforce is preferred.
• Experience supporting senior executives.
• Experience in construction, engineering, manufacturing, or professional services industries.
• Experience supporting proposal preparation and marketing activities.
• Experience organizing trade shows, customer events, and community engagement activities.