Executive Assistant

Company Overview

Nikkiso Clean Energy & Industrial Gases is a leading provider of cryogenic pumps, heat exchangers, process systems, turboexpanders, services, and solutions for the liquefied natural gas (LNG), liquefied hydrogen (LH2), and industrial gases industries. Applications include fueling stations, marine engines, peak shaving, power generation, virtual pipelines, carbon capture, geothermal power, and well stimulation. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with $1.5 B USD in annual revenue, 8000 + employees worldwide, and publicly traded on the Tokyo Stock Exchange.

Job Overview

The Executive Assistant position is a pivotal role within our organization, directly reporting to the President and providing comprehensive support to the Executive Team. This role is designed for a proactive, detail-oriented professional adept at managing priorities and streamlining administrative processes to enhance the efficiency of our leadership team

The successful candidate will possess exceptional organizational and communication skills, demonstrating the ability to manage complex calendars, coordinate high-level meetings, and prepare critical documents and presentations. By anticipating the needs of the executives and preemptively solving problems, the Executive Administrative Assistant will be instrumental in enabling the President and the Executive Team to focus on strategic initiatives and drive company success.

With a keen eye for detail and an unwavering commitment to confidentiality, this role demands a high level of professionalism, discretion, and flexibility. The ideal candidate will thrive in a dynamic environment, showcasing the ability to adapt swiftly to changing priorities while maintaining a positive and collaborative attitude.

This position is based at Nikkiso Cryogenic Services headquarters, located in Irvine, CA.

Responsibilities

An Executive Assistant must excel in multitasking, exhibit impeccable organizational skills, and adeptly handle sensitive information. Their proactive approach and attention to detail significantly contribute to the operational efficiency and success of the executive team.

This comprehensive list underscores the multifaceted role of an Executive Assistant, emphasizing the critical and varied functions necessary to support executive leadership effectively.

Administrative Support

• Manage executive calendars and schedule meetings.
• Coordinate travel arrangements and itineraries.
• Prepare and edit correspondence, reports, and presentations.
• Maintain executive files and confidential records.
• Conduct research and compile data for meetings and projects.

Communication Management

• Act as the primary point of contact between the executives and internal/external stakeholders.
• Screen and direct phone calls and distribute correspondence.
• Draft and handle email communications on behalf of executives.
• Facilitate communication between executive teams and departments.
• Organize and facilitate executive meetings, ensuring effective communication flow.

Project Coordination

• Assist with the planning and execution of key company projects.
• Monitor project timelines and follow up on deadlines.
• Coordinate cross-departmental team efforts.
• Prepare project status reports and updates as needed.
• Organize and maintain project documentation and materials.

Event Planning

• Plan and execute company events, meetings, and conferences.
• Handle logistics, including venue booking, catering, and guest management.
• Coordinate with vendors and external partners.
• Oversee event budget management and expense tracking.
• Ensure events run smoothly and troubleshoot issues on the day of the event.

Office Management                                                                                                                                       

• Oversee office supply inventory and reorder as necessary.
• Manage relationships with office vendors and service providers.
• Implement and maintain office policies and procedures.
• Ensure the office environment is efficient and well-organized.

 

Financial Administration

• Prepare financial reports and summaries for executives.
• Assist in the preparation and review of financial documents.

Strategic Support

• Provide high-level support to executive initiatives and objectives.
• Assist in the implementation of strategic plans and priorities.
• Manage special projects as assigned by executives.
• Conduct stakeholder analysis and prepare strategic briefs.
• Support ex