Executive Administrative Assistant

United States·North America/usa/illinois/chicagomid

OtherExecutive Administrative Assistant

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Quick Summary

Overview

We begin with dreams. Dreams drive our motivation. Dreams are our future. The world's dreams, people's dreams, our dreams. Our passion creates ideas that make dreams come alive.

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OtherExecutive Administrative Assistant

We begin with dreams. Dreams drive our motivation. Dreams are our future. The world's dreams, people's dreams, our dreams. Our passion creates ideas that make dreams come alive. Technology and products that were only dreams become reality.

Nidec is the world’s leading manufacturer of electric motors, drives, and controls, powering nearly everything that spins and moves, from smartphones and household appliances to electric vehicles, factories, data centers, aircraft, and critical infrastructure.

Founded in 1973 and headquartered in Kyoto, Japan, Nidec operates more than 300 group companies across 40+ countries, with over 100,000 employees worldwide. Rooted in Japanese craftsmanship and continuous improvement, we combine global capability with local expertise to solve complex challenges and keep the world moving.

Job Description

Nidec is seeking a highly skilled and proactive Executive Administrative Assistant to serve as a trusted strategic partner to a globally positioned executive holding multiple senior leadership responsibilities, including First Senior Vice President, Chairman, and President of Nidec Motor Corporation.

This is not a traditional administrative support role. The successful candidate will serve as an extension of the executive office, helping manage priorities, communications, scheduling, travel, and operational activities across a complex global organization.

The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment, anticipates needs before they arise, and operates with a high degree of professionalism, discretion, and independence. This individual will interact regularly with senior leaders, business partners, and stakeholders across North America, Europe, and Japan and will play a critical role in enabling executive effectiveness.

Responsibilities

~2 min read

Executive Partnership & Strategic Support

→Serve as the primary point of coordination for the executive.
→Manage competing priorities and ensure the executive's time is aligned with business objectives and strategic priorities.
→Anticipate needs, proactively identify potential conflicts, and resolve issues before they impact executive effectiveness.
→Operate independently with minimal direction while exercising sound judgment and discretion.
→Represent the executive office with professionalism and diplomacy when interacting with internal and external stakeholders.

Calendar & Executive Operations Management

→Manage an exceptionally complex, high-volume calendar spanning multiple businesses, regions, and time zones.
→Coordinate executive leadership meetings, business reviews, board interactions, and other high-visibility engagements.
→Prepare agendas, presentations, briefing materials, and meeting documentation.
→Track deliverables, action items, and follow-up activities to support execution and accountability.
→Support special projects and strategic initiatives as assigned.

Global Travel & Logistics

→Plan and coordinate extensive domestic and international travel, often involving multiple destinations and schedule changes.
→Manage all travel logistics, including flights, accommodations, transportation, visas, and contingency planning.
→Prepare comprehensive travel itineraries, briefing materials, schedules, and supporting documentation.
→Anticipate and quickly resolve travel disruptions and last-minute changes.

Executive Communications

→Manage and prioritize communications, ensuring urgent and sensitive matters are addressed appropriately.
→Draft, edit, and coordinate executive correspondence, presentations, and communications.
→Partner with Corporate Communications and other stakeholders on messaging and executive communications.
→Facilitate communication and follow-up between the executive and key stakeholders as needed.

Expense Management & Administrative Excellence

→Prepare, review, and reconcile executive expense reports in accordance with company policies.
→Maintain organized records and documentation related to travel, meetings, and executive activities.
→Identify opportunities to improve efficiency, communication, and executive support processes.

Bachelor's degree or equivalent combination of education and experience.
7+ years of experience supporting C-suite executives or senior business leaders within a global, fast-paced, and highly matrixed organization.
Proven expertise managing highly complex calendars, executive scheduling, and international travel arrangements.
Demonstrated ability to operate independently and manage competing priorities with minimal supervision.
Exceptional organizational skills and attention to detail.
Excellent written, verbal, and interpersonal communication skills.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Microsoft Teams.
Experience using corporate travel and expense management platforms such as Adelman, Concur, and/or ExpensePoint is preferred.
Strong business judgment, professionalism, and discretion handling highly confidential information.
Experience supporting executives who operate across multiple time zones, regions, and cultures is strongly preferred.

You think several steps ahead.
You anticipate needs before they become requests.
You remain calm and adaptable when priorities shift.
You build trust quickly and maintain confidentiality without exception.
You communicate confidently and professionally with executives and stakeholders at all levels.
You take ownership, solve problems, and find ways to make the executive and the broader organization more effective.

What We Offer

~1 min read

✓Support a globally recognized executive leader with broad organizational influence.

✓Work at the center of strategic business decision-making.

✓Partner with leaders across North America, Europe, and Japan.

✓Join a global organization committed to innovation, growth, and operational excellence.

✓Play a highly visible role with direct impact on executive and organizational effectiveness.

Nidec will not accept unsolicited resumes from individual recruiters or third party recruiting agencies in response to Nidec job postings. No fee will be paid to third parties who submit unsolicited candidates directly to our hiring managers. Pre-approval from the Nidec Talent Acquisition team is required before any external candidate can be submitted and such candidate must be submitted to the Nidec Talent Acquisition team.