Executive Assistant & Fleet Administrator

Join Takasago and become an essential partner to the leaders and teams shaping our future.

Takasago International Corporation (USA) is seeking a highly polished, proactive, and resourceful Executive Assistant/Fleet Administrator to provide administrative, operational, and project support to the Company President, Vice President of Human Resources, and select members of the Executive Leadership Team (ELT).

You will serve as a trusted administrative partner and key connector across executive leadership, employees, customers, vendors, international affiliates, and business partners. You will help keep executive priorities moving forward while managing a diverse portfolio that includes executive support, leadership meetings, corporate events, travel, the Estée Lauder account liaison function, the Ikigai Committee, and administration of the company's fleet program.

Responsibilities include:

Executive Partnership & Leadership Support

• Provide proactive, confidential, and highly responsive support to the Company President, VP of Human Resources, and designated ELT members.
• Prepare agendas, presentations, meeting materials, minutes, correspondence, reports, and oversee any related follow-up actions.
• Draft and distribute communications on behalf of executive leadership.
• Support special projects and strategic initiatives assigned by executive leadership.
• Support all travel arrangements through the company’s designated corporate travel agency and meeting logistics for visiting executives, affiliates, customers, business partners, candidates, and Board Members.

Executive Leadership Team, Corporate Events & Company Initiatives

• Coordinate ELT meetings/town halls, monthly birthday celebrations, agendas, materials, supplies, minutes, and action-item follow-up.
• Maintain a calendar of corporate events, leadership meetings, business milestones.
• Serve as the administrative liaison for the Ikigai Committee, including meetings, communications, fundraisers, charitable initiatives, and events.
• Support corporate, employee, customer, community, onboarding, and special events—including logistics, hospitality, catering, and executive participation.
• Coordinate arrangements for visiting executives and representatives from Takasago's international affiliates.
• Serve as the designated administrative liaison for the Estée Lauder account.

Corporate Fleet Administration

• Responsible for the management of the fleet program including leasing, insurance, maintenance, and automotive vendor relationships, and other support as needed.
• Administer the corporate gas card program and monitor mileage reports and exceptions. Provide information and guidance to new employees.
• Partner with Finance on fleet expenses, reporting, auditing, and cost management.

Your experience and competencies include:

• 5 years of progressive experience in executive administration, executive assistance, corporate administration, or a related field. A bachelor’s degree in business administration, communications, or a related field is preferred. An equivalent combination of education and relevant professional experience will also be considered.
• Experience in chemical manufacturing, flavors and fragrances, consumer products, or a related manufacturing environment is a plus.
• Exceptional professionalism, judgment, discretion, and confidentiality.
• Excellent written and verbal communication skills and strong business etiquette.
• Strong interpersonal, project coordination, problem-solving, and relationship-building skills.
• Experience coordinating executive calendars, meetings, travel, corporate programs and events.
• Experience with vendor management, fleet administration, travel administration, or related operational responsibilities is highly desirable.

Technology

• Proficiency in Microsoft Office Suite-Word, Excel, PowerPoint, Teams & Outlook.
• Working knowledge of SAP and enterprise business systems and Canva is a plus.
• Experience with Certify and/or Deem preferred.

Takasago's Employee Benefits and Perks:

Takasago offers flexible work arrangements, tuition assistance, health benefits, employee discounts to various services and products, and life insurance 1.5 times your salary. When we think about employee success and financial security, we think long-term. Takasago provides robust retirement savings plans, as well as an employee assistance program. We hope you will join us and achieve professional growth and enrichment.

EEO Statement

Takasago is dedicated to providing equal opportunities and equal access to all individuals regardless of race or ethnicity, sex/gender (including pregnancy), gender identity or expression, sexual orientation, age, disability, genetic information, marital status, civil union status, familial status, religion, national origin or citizenship, military service status, or any other category protected by law.

This position requires the ability to perform sedentary office work, operate standard office equipment, move or carry materials, receive and arrange catering deliveries, and lead and/or assist with organizing company and Ikigai events.