[Remote - Pacific time zone preferred] Executive & Development Assistant for the U.S.-Japan Council

[Ryan Hata]

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Thanks to the U.S.-Japan Council for passing along the following job opening.

Job Position: Executive & Development Assistant
Organization: U.S.-Japan Council
Salary/Hourly Rate: $68,000 - $80,000 annually, depending on experience and qualifications
Where: Remote - Pacific time zone preferred
Visa Sponsorship: No

Description:
EXECUTIVE & DEVELOPMENT ASSISTANT

Organization: U.S.-Japan Council
Location: Remote (U.S.); all candidates must be available to work Pacific Time Zone hours.
Hours: Full-time Exempt

About the U.S.-Japan Council (USJC)
Founded by Japanese Americans in 2009, the U.S.-Japan Council strengthens U.S.-Japan relations through people-to-people connections. Through our U.S.-Japan Leadership
Institute, we build a pipeline of global leaders across sectors and generations committed to a strong and enduring partnership. Through signature convenings, leadership programs, and initiatives, we cultivate and connect leaders to address key bilateral issues. Our vibrant community of 1,200 members across the United States and Japan is a dynamic professional
network that fosters deep connections and drives meaningful impact.

We are a global team with 13 members based in the United States and 10 in Japan. We strive to build a culture that reflects our core values of appreciation, balance, and collaboration that encourages team members to be driven, engaged and have fun.

Position Overview
The Executive & Development Assistant (EDA) provides essential administrative and scheduling support to the President & CEO, serving as the primary point of contact for daily operations. This role is responsible for ensuring the CEO's time is optimized through high-level calendar management and logistical coordination. Additionally, the EDA plays a key role in the coordination of fundraising support, including the Forging Our Future Together (FOFT) campaign, by managing the administrative needs of the development pipeline and ensuring all donor and Board communications are handled with professional precision. This is a support-focused role requiring exceptional attention to detail and organizational skills, a background in executive or development administration, and a high degree of discretion.

Key Responsibilities

Executive & Board Administration ( 60%)
- Calendar Management: Proactively manage the CEO’s heavy meeting schedule, resolving conflicts and coordinating across multiple time zones.
- Travel Arrangements: Execute all domestic and international travel logistics, including flights, lodging, ground transportation, and the preparation of detailed travel itineraries. The role requires travel to support the annual conference, team retreats, and other events as needed throughout the U.S. and Japan.
- Board & Board Committee Governance & Administrative Support: Serve as the administrative liaison for the Board of Directors, Board of Councilors, and President’s Advisory Board, managing all meeting logistics, agendas, and minutes.
- Correspondence & Documentation: Draft and format formal correspondence and reports for the CEO, as needed.
- Board Event Management: Lead the logistical planning and execution of all high-level board functions, including the annual Board Retreat, Board Dinners, and in-person meetings.

Development & Campaign Support ( 40%)
- Campaign Coordination: Support the CEO in the administrative execution of major development campaigns, including FOFT , by tracking deadlines and maintaining campaign task lists.
- Salesforce Data Entry: Maintain the integrity of the donor database by entering all meeting notes, email exchanges, and contact updates promptly into Salesforce.
- Stewardship Administration: Organize comprehensive briefing packets and donor research to prepare the CEO for cultivation meetings, and draft personalized thank-you and outreach correspondence on their behalf.
- Donor Scheduling: Coordinate the logistics and scheduling for donor touch points, ensuring consistent follow-up within the fundraising cycle, in coordination with the Development team.

Qualifications
- Education : Bachelor’s degree in Business Administration, Communications, or related fields preferred.
- Experience : At least 5 years of experience in an administrative role supporting senior-level executives and/or in a development role.
- Technical Proficiency : Mastery of Google Workspace, Gemini (or similar AI tool), and Salesforce (or a similar CRM).
- Administrative Background : Proven track record of managing complex scheduling and high-level donor or board communications.

Skills
- Operational Precision : Exceptional attention to detail in managing multi-time zone calendars, travel logistics, and data integrity.
- Strategic Communication : Strong verbal and written skills, with the ability to draft professional correspondence and briefing materials for executive-level audiences.
- Project & Task Management : Proficiency in Slack and Asana (or similar tools) to track campaign deadlines and coordinate team tasks.

Attributes
- Proactive Coordination : Demonstrated ability to anticipate the CEO’s administrative needs and stay ahead of complex scheduling or campaign deadlines.
- Professional Discretion : Absolute commitment to confidentiality and poise when handling sensitive donor information and high stakes executive communications.
- Adaptability & Reliability : A calm, responsive approach to problem-solving under shifting priorities and a high level of accountability for meeting deadlines.
- Mission Alignment & Cultural Competence : A strong connection to the USJC mission ; bilingual ability (English/Japanese) is highly valued for navigating
international logistics and stakeholder relations.

This is a unique opportunity to contribute to a dynamic, impactful organization at the forefront of U.S.-Japan relations. We look forward to your application.

Compensation & Benefits
- Compensation : $68,000 – $80,000 annually, depending on experience and qualifications.
- Health & Wellness : Comprehensive medical, dental, and vision insurance with up to 90% employer coverage.
- Retirement : 401(k) plan with a 6% employer match, subject to standard eligibility requirements (3 months of service and age 21+ ).
- Paid Time Off : 10 vacation days, 10 sick days. Employees enjoy an average of 20 paid holidays per year , subject to the organization’s annual calendar.
- Additional Perks : Remote work environment, Annual professional development stipend, and Wellness benefits (EAP).

Apply at: Please send resume, cover letter and completed application to h...@usjapancouncil.org. Please Include " Executive & Development Assistant " in the subject line. Applications will be accepted until the position is filled. The U.S.-Japan Council is an EEO/ AA employer . All qualified applicants will receive consideration for employment without regard to race, color , religion, gender , national origin, sexual orientation, age, disability, protected veteran status, or any other characteristic protected by law.

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