Executive Administrative Assistant

Location: Oak Brook, IL

Employment Type: Full-time, Permanent

Work Schedule: Monday–Friday, Onsite

Salary: $70,000–$85,000 per year

Language: Japanese and English

Position Summary

A company in Oak Brook, IL is seeking an experienced Executive Administrative Assistant to provide day-to-day administrative support to senior leadership.

Approximately 70% of the role will be dedicated to supporting the CFO, with the remaining 30% supporting other company leaders as needed.

This position is primarily focused on traditional executive administrative support, including calendar management, meeting coordination, travel arrangements, correspondence, document preparation, and general administrative organization. This is not intended to be a highly strategic or business-partner role.

The ideal candidate is organized, professional, dependable, detail-oriented, and comfortable supporting senior executives. This position requires discretion, sound judgment, strong communication skills, and the ability to manage multiple priorities effectively.

Key Responsibilities

• Manage executive calendars, appointments, and scheduling
• Coordinate meetings and assist with meeting preparation
• Arrange domestic and international business travel, including itineraries and related logistics
• Prepare and organize agendas, documents, presentations, and meeting materials
• Draft, edit, and coordinate correspondence and business communications as needed
• Serve as a point of contact for internal and external stakeholders regarding scheduling and administrative matters
• Track follow-up items and assist with routine coordination after meetings
• Organize and maintain documents, files, and reference materials
• Handle sensitive and confidential information with discretion
• Coordinate calendars, meetings, and travel involving multiple executives as needed
• Provide administrative support to the CFO approximately 70% of the time and other company leaders approximately 30% of the time
• Assist with other administrative duties and projects as assigned

Qualifications

• High school diploma required; bachelor’s degree preferred
• 7 years of experience providing administrative support to senior executives
• Must be business and above level in Japanese and English.
• Strong calendar management, scheduling, and organizational skills
• Experience coordinating business travel and executive meetings
• Strong written and verbal communication skills
• Excellent attention to detail and ability to manage multiple priorities
• Professional, dependable, and service-oriented approach
• Excellent judgment and discretion when handling confidential information
• Proficiency with Microsoft Office, Outlook, Teams, and PowerPoint
• Ability to work effectively with senior executives and internal/external stakeholders
• Experience working in a global or international business environment is preferred
• Ability to work effectively across different cultures and time zones is a plus