Executive Assistant

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.

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.

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 executives in decision-making processes through data collection and analysis.

Professional Development

• Stay informed about industry trends and best practices.
• Participate in professional development opportunities, training, and seminars.
• Develop and hone skills relevant to the executive assistant role.
• Network with other professionals in the field to share knowledge and insights.
• Seek feedback from executives to continuously improve performance.

Competencies 

Strong Organizational Skills: Ability to manage and prioritize multiple complex projects and tasks; exceptional attention to detail.

Advanced Communication Abilities: Proficient in written and verbal communication; able to interact effectively with all levels of the organization.

Time Management Expertise: Skilled in efficiently managing an executive’s schedule; ensuring optimal use of time through strategic planning.

Technological Proficiency: Advanced knowledge of office software, including Microsoft Office Suite, and project management tools; adept at quickly learning new technologies.

Discretion and Confidentiality: Proven track record of maintaining confidentiality and handling sensitive information with utmost integrity.

Problem-solving Capabilities: Exceptional ability to anticipate needs and devise solutions proactively; adept at handling unexpected challenges.

Interpersonal Aptitude: Excellent people skills; ability to build relationships and work collaboratively with diverse teams.

Professionalism: Consistently exudes professionalism in all interactions; adheres to organizational standards and maintains a polished demeanor.

Flexibility and Adaptability: Highly adaptive to changing priorities and demands; demonstrates resilience in dynamic environments.

Analytical Thinking: Strong analytical skills for handling data and generating insightful reports; supports decision-making processes with well-founded analysis.

These competencies are non-negotiable for a role that serves as the backbone of executive operations, ensuring seamless workflow and contributing to the overall success of the executive team and broader organization.

Work Environment

Work in an office environment at Company facility.

Education

• Bachelor’s Degree in Business Administration, Management, or a Related Field
• Certification in Office Management or Administrative Support: Additional certification such as Certified Administrative Professional (CAP) is a benefit

Experience

• Minimum of 5 years of experience as an Executive Assistant or in a similar role.
• Proven proficiency in managing complex calendars and scheduling.
• Demonstrated expertise in coordinating domestic and international travel arrangements.
• Experience in preparing and editing documents, correspondence, and presentations with a high degree of accuracy.
• Strong background in project management and ability to handle multiple tasks simultaneously.
• Solid experience in interacting with high-level stakeholders, clients, and vendors professionally.
• Proficient in using office software applications such as Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook.
• Demonstrated ability to maintain confidentiality and exercise discretion in handling sensitive information.

Physical Demands

• Stand, walk, sit, talk, hear, type, and write.
• Reach with hands and arms, bend, stand on a stool or climb, and use fingers and hands to feel objects, tools, or controls.
• Use standard office equipment such as computers, smart phones, printers, photocopiers, etc.
• Lift files and open desk drawers and filing cabinets.

Safety

• Complete safety training requirements.
• Participate in other training as directed by the company or manager.
• Wear Nikkiso approved PPE as needed.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Salary range for this position is $83,821 - $118,707 annually

Equal Opportunity Employer/Veterans/Disabled
Nikkiso CE&IG is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.