Executive Assistant & Fleet Administrator

Takasago International Corporation U S A•Rockleigh, NJ

12d

About The Position

Join Takasago and become an essential partner to the leaders and teams shaping our future. Takasago International Corporation (USA) is seeking a highly polished, proactive, and resourceful Executive Assistant/Fleet Administrator to provide administrative, operational, and project support to the Company President, Vice President of Human Resources, and select members of the Executive Leadership Team (ELT). You will serve as a trusted administrative partner and key connector across executive leadership, employees, customers, vendors, international affiliates, and business partners. You will help keep executive priorities moving forward while managing a diverse portfolio that includes executive support, leadership meetings, corporate events, travel, the Estée Lauder account liaison function, the Ikigai Committee, and administration of the company's fleet program.

Requirements

5+ years of progressive experience in executive administration, executive assistance, corporate administration, or a related field.
Exceptional professionalism, judgment, discretion, and confidentiality.
Excellent written and verbal communication skills and strong business etiquette.
Strong interpersonal, project coordination, problem-solving, and relationship-building skills.
Experience coordinating executive calendars, meetings, travel, corporate programs and events.
Technology Proficiency in Microsoft Office Suite-Word, Excel, PowerPoint, Teams & Outlook.

Nice To Haves

A bachelor’s degree in business administration, communications, or a related field is preferred. An equivalent combination of education and relevant professional experience will also be considered.
Experience in chemical manufacturing, flavors and fragrances, consumer products, or a related manufacturing environment is a plus.
Experience with vendor management, fleet administration, travel administration, or related operational responsibilities is highly desirable.
Working knowledge of SAP and enterprise business systems and Canva is a plus.
Experience with Certify and/or Deem preferred.

Responsibilities

Provide proactive, confidential, and highly responsive support to the Company President, VP of Human Resources, and designated ELT members.
Prepare agendas, presentations, meeting materials, minutes, correspondence, reports, and oversee any related follow-up actions.
Draft and distribute communications on behalf of executive leadership.
Support special projects and strategic initiatives assigned by executive leadership.
Support all travel arrangements through the company’s designated corporate travel agency and meeting logistics for visiting executives, affiliates, customers, business partners, candidates, and Board Members.
Coordinate ELT meetings/town halls, monthly birthday celebrations, agendas, materials, supplies, minutes, and action-item follow-up.
Maintain a calendar of corporate events, leadership meetings, business milestones.
Serve as the administrative liaison for the Ikigai Committee, including meetings, communications, fundraisers, charitable initiatives, and events.
Support corporate, employee, customer, community, onboarding, and special events—including logistics, hospitality, catering, and executive participation.
Coordinate arrangements for visiting executives and representatives from Takasago's international affiliates.
Serve as the designated administrative liaison for the Estée Lauder account.
Responsible for the management of the fleet program including leasing, insurance, maintenance, and automotive vendor relationships, and other support as needed.
Administer the corporate gas card program and monitor mileage reports and exceptions.
Provide information and guidance to new employees.
Partner with Finance on fleet expenses, reporting, auditing, and cost management.