Executive Assistant, Executive Office

Sakata Seed America•Woodland, CA

About The Position

The Executive Assistant, Executive Office is the dedicated executive assistant and primary day-to-day administrative partner to the President & CEO of Sakata Seed America (SAH). The role supports five areas: executive calendar and time management, executive communications and information flow, meeting and travel support, executive commitment tracking, and executive support continuity. It is part of the Executive Administration Department (EAD), reports to the Associate Director, Corporate Administration, and has a dotted-line functional relationship with the President & CEO. The role may expand to support additional senior executives as the Executive Office evolves. The position helps the President & CEO focus on the company's highest priorities. It calls for sound judgment, discretion, cultural awareness, and the ability to anticipate needs. Routine scheduling, logistics, and correspondence are handled within established protocols and delegated authority. Sensitive, governance-related, or ambiguous requests are escalated to the Associate Director. The role does not make executive decisions, make commitments for the President & CEO beyond delegated authority, or handle governance matters outside its remit. The Associate Director leads personnel management, development, staffing, and departmental standards; the President & CEO directs day-to-day work and sets support priorities. If support extends to additional executives and demands compete, the President & CEO takes precedence and the Associate Director resolves conflicts. The role collaborates with the Corporate Administration Project Manager on Board, governance, and headquarters logistics, and with EAD colleagues on coverage and continuity. Performance is evaluated on the effectiveness, quality, responsiveness, reliability, and continuity of executive support; the President & CEO's preparation for meetings, travel, and engagements; timely tracking and closure of commitments and action items; judgment and discretion; and executive satisfaction as reviewed with the Associate Director. The position is primarily office-based and involves extended periods of sitting and computer work. Periodic travel is required, as are long and/or irregular hours, including early mornings and evenings, to align with supported leaders and the Yokohama headquarters. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Minimum five years of progressively responsible executive-level administrative support experience.
Highest level of discretion when handling sensitive executive, business, governance, and personnel information.
Sound judgment, diplomacy, and situational awareness, including recognizing when a matter requires escalation.
Clear, professional written and verbal communication and a strong command of business English.
Ability to manage multiple complex priorities with accuracy, follow-through, and strong time management.
Composure and a solutions-oriented approach amid shifting priorities, tight deadlines, and irregular hours.
Ability to anticipate needs and work independently within established direction.
Emotional intelligence, cultural awareness, and ability to build effective relationships across levels, functions, and cultures.
Advanced proficiency with Microsoft 365, collaboration and document-management tools, and company-approved AI tools.
Bachelor's degree in a related discipline strongly preferred, or an equivalent combination of education and directly related professional experience.
Ability to travel periodically throughout the year.
Ability to work long and/or irregular hours, including early mornings and evenings.

Nice To Haves

Experience supporting a President & CEO or comparable C-suite executive.
Experience supporting more than one senior executive.
Experience working across countries and cultures, including with Japanese business counterparts.
Experience in the seed, ornamentals, or produce sector.
Bilingual proficiency in English/Japanese or English/Spanish.

Responsibilities

Manage the President & CEO's calendar according to established scheduling protocols, resolve conflicts, protect focus time, sequence commitments across time zones, and ensure engagements are prepared for and followed up.
Manage access to the President & CEO and seek direction on sensitive, urgent, or ambiguous requests.
Serve as the President & CEO's primary administrative point of contact; triage requests, draft and route correspondence, and surface time-sensitive issues.
Handle confidential business, personnel, and strategic information with discretion, and escalate governance-related, corporate-level, or sensitive matters to the Associate Director.
Prepare agendas, briefing materials, presentations, and meeting notes for internal and external engagements; leadership-, governance-, and Board-level materials are reviewed by the Associate Director before distribution.
Manage domestic and international travel, including itineraries, accommodations, transportation, visas, and contingency planning.
Coordinate executive logistics for Board, headquarters, and customer visits with the Corporate Administration Project Manager.
Manage the President & CEO's expense reporting and reconciliation.
Track the President & CEO's priorities, commitments, and deadlines; coordinate follow-up with owners and escalate risks or delays.
Maintain executive files, contacts, and reference materials in accordance with records-management and retention standards.
Anticipate needs and resolve routine matters within delegated authority.
Coordinate with EAD colleagues to maintain coverage during travel, absences, and periods of peak demand.
Apply EAD standards, procedures, and service expectations set by the Associate Director.
Identify and recommend improvements to tools and workflows, and implement approved changes.
Use company-approved AI tools to improve the speed and quality of administrative work and share effective practices with EAD, following company data-handling rules and using only tools cleared for confidential, personal, and Board material.
Perform other duties as assigned by the Associate Director.