Executive Administrative Assistant

Nidec•Chicago, IL

1d•Onsite

About The Position

The Executive Administrative Assistant serves as a trusted strategic partner to a globally positioned executive holding multiple senior leadership roles, including First Senior Vice President, Chairman, and President of Nidec Motor Corporation. This role operates at the highest level of confidentiality and professionalism, functioning as the primary point of coordination for the executive by managing priorities, access, communications, and operational cadence across a complex global footprint. The assistant ensures seamless coordination of international travel, executive calendars, board and leadership engagements, and high-visibility meetings, enabling the executive to focus on enterprise strategy, operational excellence, and global growth. This position requires exceptional judgment, organizational rigor, cultural fluency, and the ability to anticipate needs in a fast-moving, matrixed, multinational environment.

Requirements

Bachelor’s degree or equivalent professional experience.
7+ years of experience supporting senior executives (C-suite or equivalent) in a global or highly matrixed organization.
Proven expertise in managing complex global calendars, international travel, and executive-level logistics.
Exceptional written, verbal, and interpersonal communication skills.
Advanced proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, and Microsoft Teams.
Demonstrated ability to operate with discretion, integrity, and sound judgment at all times.

Nice To Haves

Experience using corporate travel and expense platforms such Adelman Concur and ExpensePoint is a plus.

Responsibilities

Serve as the principal administrative liaison and primary point of coordination for the executive across all roles and global responsibilities.
Independently prioritize, coordinate, and resolve scheduling conflicts while exercising sound judgment and executive-level discretion.
Anticipate business needs and proactively align administrative support accordingly.
Represent the executive office with professionalism, diplomacy, and cultural competence across all regions.
Manage an exceptionally complex, multi-time-zone calendar encompassing global business unit leadership, board interactions, and operational reviews.
Coordinate executive leadership meetings, global business reviews, and cross-regional conferences.
Own end-to-end logistics, including agendas, materials, attendees, catering, technology needs, and follow-up actions.
Coordinate special projects, research, and briefing materials as requested.
Plan and manage sophisticated global travel itineraries, including international flights, visas, security considerations, and contingency planning.
Prepare detailed travel briefs, schedules, agendas, and supporting materials.
Accurately process, track, and reconcile executive expense reports in compliance with corporate policy and requirements.
Triage and prioritize email and written communications, escalating urgent or sensitive matters appropriately.
Partner with Corporate Communications to draft, edit, and manage correspondence and communications on behalf of the executive.
Ensure strict confidentiality of proprietary, strategic, financial, and personnel-related information.