Administrative Assistant

Requirements

• Experience with CRM systems such as Salesforce is preferred.
• Experience supporting senior executives.
• Experience in construction, engineering, manufacturing, or professional services industries.
• Experience supporting proposal preparation and marketing activities.
• Experience organizing trade shows, customer events, and community engagement activities.

Additional Information

General Description The Administrative Assistant will provide administrative, organizational, and business development support to the President & CEO and the Vice President of Business Development. This position serves as a key coordination role between executive management, clients, business partners, and internal departments. Approximately 50% of the role will focus on executive support activities for the President & CEO, while the remaining 50% will focus on business development coordination, CRM administration, proposal support, and client relationship management activities. Job Responsibilities Administrative Assistant Responsibilities Manage calendars, meetings, and scheduling for the President & CEO. Coordinate travel arrangements and expense reporting. Prepare meeting materials, presentation documents, and executive correspondence. Coordinate communication with Shimizu Corporation in Japan. Support executive visits, client meetings, and corporate events. Provide administrative support for management meetings and executive activities. Handle confidential information and maintain executive records. Business Development Coordinator Responsibilities Maintain and update CRM systems (Salesforce or equivalent), including client and opportunity information. Track business development pipeline activities and prepare reports. Coordinate proposal, presentation, and marketing material preparation. Prepare meeting minutes and track action items for Business Development activities. Maintain client contact databases (including business cards control) and related business development records. Coordinate customer visits, meetings, and follow-up activities. Coordinate and communicate with Shimizu Corporation in Japan and clients. Support participation in trade shows, industry events, and local community activities. Maintain business development documents, reports, and marketing materials. Assist with weekly and monthly business development reporting. Visitors' arrangement Required Qualifications Native-level Japanese language proficiency. Business-level English communication skills (speaking and writing). 3-7 years of experience as an Administrative Assistant, Sales Coordinator, or related position. Strong organizational, communication, and coordination skills. Proficiency in Microsoft Office Suite (Office 365, Word, Excel, PowerPoint, Outlook).

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