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Executive Assistant in Digital Age [Fully Remote]

SORACOM Inc.

This is a Full-time position in Houston, TX posted August 20, 2021.

About Soracom

Soracom was founded in 2014 by AWS veterans with a clear vision to build a more connected world. Today, Soracom serves over 20,000 customers and connects over two million devices worldwide, delivering connectivity for the Internet of Things (IoT) powered by the speed and scale of the cloud. Headquartered in Tokyo with additional offices in the US and UK, Soracom is now building out a global team to continue the company’s rapid growth.

Soracom is an Equal Opportunity Employer and we take pride in the diversity of our employees, valuing the special experience and expertise that people from different backgrounds bring to our business. The ability to develop ground-breaking technologies is one of our key assets and our people make it happen. Come and join Soracom to create the transformative technology that enables our customers to engineer a better world.

Desired Qualities

We are a technology start-up. With the power of cutting-edge technology, we want to continue to run at top speed and create a big impact on the world while growing rapidly ourselves. In addition to being outstanding professionals, we expect our members to have the following qualities

  • Be self-motivated, autonomous, detail oriented and hands-on.
  • Quick to adapt to new things and flexible.
  • Have integrity, likability, and respect for others
  • High antenna and passion for IT and technology

About The Role

We are looking for a competent Executive Secretary and Administrative Assistant to support our founding CTO & President of the company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.

The candidate must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that the executive can focus on their managerial responsibilities without worrying for other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.

The candidate is expected to support overall corporate administrative tasks including internal event planning, scheduling, coordination and execution, coordination of recruitment interviews and perform regular communication among all members of the US company.

Responsibilities

  • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
  • Attend meetings and keep minutes
  • Receive and screen phone calls and redirect them when appropriate
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
  • Make travel arrangements for executives and team members.
  • Handle confidential documents ensuring they remain secure
  • Prepare invoices or financial statements and provide assistance in bookkeeping
  • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
  • Maintain electronic and paper records ensuring information is organized and easily accessible
  • Conduct research and prepare presentations or reports as assigned
  • Act as the point of contact between executives and employees/clients
  • Facilitate internal communication (e.g. distribute information and schedule presentations) and internal event planning, scheduling, coordination and execution
  • Conduct regular 1 on 1 sessions with team members
  • Settlement of expenses
  • Gift/Business dinner arrangements
  • Greeting business clients and guests when necessary
  • Implementing administrative procedures and new company initiatives
  • Managing databases
  • Coordination of recruitment interviews

Requirements

Key Requirements

  • Over 3 years of proven experience as executive secretary or similar administrative role
  • Proficient in MS Office / Google Suites and “back-office” software (e.g. ERP)
  • In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
  • Familiarity with research methods and reporting techniques
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality
  • Proficient in English

Preferred Requirements

  • Degree in business administration or relative field
  • Proficient in Japanese
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