Sr. Executive Assistant

Job Description :

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Rakuten International, a division of Rakuten Group, is a global leader in e-commerce, digital content, advertising, entertainment, and communications, with a workforce of over 4,000 employees across seven businesses.

Serving over 1 billion members worldwide and thousands of partners, our mission renowned is to contribute to society by creating value through innovation and entrepreneurship.

Our businesses operate globally, with offices in San Francisco, New York, Toronto, London, Paris, Barcelona, Melbourne, Tokyo, and many other locations.

We are seeking a highly skilled and motivated Senior Executive Assistant to support our CEO. The successful candidate will be based in our San Mateo office and will play a crucial role in managing the CEO's schedule, coordinating key initiatives, and ensuring smooth communication across the organization.

This position requires exceptional organizational abilities, strong attention to detail, and the capacity to thrive in a fast-paced environment.

The ideal candidate will be proactive, resourceful, and capable of handling multiple priorities with efficiency and professionalism.

Key Responsibilities

• Effective Communication : Act as a liaison between the CEO and internal / external stakeholders, ensuring prompt and professional responses to all inquiries and communications.
• Calendar Management : Oversee and manage a dynamic and busy calendar, efficiently handling meeting requests and frequent re-prioritization to optimize the CEO’s schedule.
• Meeting Coordination : Facilitate logistics for internal and external high-level meetings, ensuring seamless coordination and communication on the CEO’s behalf.
• Administrative Support : Provide comprehensive administrative support, including completing expense reports, arranging intricate domestic and international travel plans, and preparing detailed itineraries and agendas.
• Document Preparation : Assist in the preparation of documents and meeting materials, including conducting occasional research to support the CEO's initiatives.
• Decision Support : Aid the team in meeting deadlines and gathering necessary information to empower executives in making informed decisions.
• Task Management : Handle multiple tasks concurrently, anticipating the CEO’s needs and adapting quickly to changes, often without complete details.
• Project Assistance : Provide support for high-level projects as needed, ensuring timely and efficient completion in alignment with organizational goals.
• Confidential Information : Manage and protect sensitive information with the highest level of confidentiality and discretion.

MINIMUM REQUIREMENTS (Knowledge, Skills, Abilities)

To perform this job successfully, an individual must be able to execute each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Technical Proficiency : Must be proficient in Microsoft Office Suite and possess a general technical aptitude, with the ability to quickly learn and adapt to new software and tools.
• AI Proficiency : Familiarity with AI tools and their application in administrative tasks is desirable. Candidates should be comfortable using AI for email management and data analysis.
• Travel Coordination Expertise : Demonstrated experience in arranging and scheduling both international and domestic travel, including detailed itinerary planning and logistics management.
• Communication Excellence : Exceptional written, verbal, and interpersonal communication skills, with the ability to convey information clearly and effectively across different levels of the organization.
• Organizational Mastery : Strong organizational skills that reflect the ability to prioritize tasks, plan ahead, and perform multiple duties seamlessly with precision and efficiency.
• Creativity and Resourcefulness : Creative and resourceful in solving problems and improving processes, with a proactive approach to identifying and implementing solutions.
• Independence and Initiative : Proven ability to handle situations independently, taking initiative to anticipate needs and make decisions in a fast-paced environment.
• Cultural Competence : Ability to work successfully in a highly international, cross-functional team environment. Comfort and familiarity with working across different cultures and time zones are essential.
• Attention to Detail : Meticulous attention to detail, coupled with the ability to meet tight deadlines, maintain efficient organizational practices, and switch gears swiftly as needed.
• Work Ethic and Attitude : A strong work ethic and a positive, get-it-done attitude, demonstrating dedication and commitment to the role and the organization’s goals.

Qualification Requirements

• Experience : Minimum of 5-7 years of progressively responsible experience as an executive assistant, demonstrating increased responsibilities and complexity in tasks over time.
• Education : Bachelor’s degree required.
• Global Corporate Environment : Ideal candidates will have experience working in a global corporate environment, with a proven track record of effectively managing cross-cultural and international interactions.

Proficiency in Japanese is a plus.

At the time of posting, Rakuten expects the base compensation for this role to be within the range shown below. Individual compensation will vary based on job-related factors, including the skills, qualifications, and experience of the successful candidate as well as business need and geographic location.

The successful applicant for this role will be eligible for discretionary bonus, health, vision, dental insurance, 401k matching, PTO, Volunteer Time Off (VTO), and other employee benefits as the company implements.

USD $171,612.00 - $195,000.00 annually

Five Principles for Success

Our worldwide practices describe specific behaviors that make Rakuten unique and united across the world. We expect Rakuten employees to model these 5 Shugi Principles of Success.

Always improve, Always Advance - Only be satisfied with complete success - Kaizen

Passionately Professional - Take an uncompromising approach to your work and be determined to be the best

Hypothesize - Practice - Validate Shikumika - Use the Rakuten Cycle to succeed in unknown territory

Maximize Customer Satisfaction - The greatest satisfaction for our teams is seeing their customers smile

Speed!! Speed!! Speed!! - Always be conscious of time - take charge, set clear goals, and engage your team

Rakuten provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type.

Rakuten considers applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetic information, protected veteran status, sexual orientation, gender, gender identity or expression, or any other characteristic protected by federal, state, provincial or local laws.

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