Bilingual Project Manager/Executive Administrator(English/Japanese))

Job Title: Executive Assistant(Bilingual Japanese/English) Location: El Segundo, California Reports to: Senior Project Manager/Analyst Industry: Consulting （Financial/M&A) Job Overview: We are seeking a highly organized and proactive Executive Assistant to support senior leadership in managing the Mergers and Acquisitions (M&A) deal pipeline. The ideal candidate will be involved in the entire M&A process, providing comprehensive administrative support, including project coordination, travel arrangements, office management, and back-office tasks, to ensure seamless execution of all M&A activities. Key Responsibilities: 1. Executive Support: o Manage and coordinate the executive's calendar, scheduling meetings, appointments, and conference calls. o Organize domestic and international travel, including flights, accommodations, and ground transportation for senior executives. o Prepare and compile presentations, reports, and documents required for M&A meetings and negotiations. o Handle confidential correspondence, emails, and phone calls related to M&A transactions. o Support communication with key stakeholders, including external advisors, legal teams, and financial institutions. 2. M&A Deal Pipeline Management: o Track and monitor the M&A deal pipeline, ensuring timely updates on the progress of ongoing deals. o Maintain and manage M&A-related documents such as non-disclosure agreements (NDAs), term sheets, and due diligence checklists. o Coordinate data rooms and manage document distribution for due diligence and post-merger integration. o Assist with scheduling and organizing meetings with investment bankers, legal counsel, and other M&A advisors. o Organize and attend M&A pipeline review meetings, capturing minutes and following up on key action items. 3. Administrative and Back-Office Support: o Perform general office duties such as photocopying, scanning, and filing important documents related to M&A transactions. o Organize and maintain physical and electronic filing systems to ensure confidentiality and accessibility. o Prepare expense reports for executives and handle invoice processing related to M&A activities. o Order office supplies and manage equipment or technology needs for the executive team. o Ensure smooth day-to-day office operations, including handling incoming and outgoing mail, courier services, and deliveries. o Arrange catering and meeting logistics for in-house and offsite M&A meetings, including setting up conference rooms, video conferencing equipment, and materials. 4. Project Coordination: o Assist in coordinating various workstreams during the M&A process, from deal sourcing to closing. o Develop and manage project timelines, ensuring milestones and deadlines are met. o Facilitate cross-functional communication between departments (finance, legal, and operations) involved in M&A activities. o Help to follow up on action items and assist with project tracking for all M&A transactions. 5. Travel & Meeting Arrangements: o Organize comprehensive travel itineraries for senior executives and their teams involved in M&A activities. o Coordinate travel logistics, including last-minute changes, visa arrangements, and meeting scheduling during travel. o Arrange in-person or virtual meetings with key stakeholders, ensuring appropriate meeting materials and travel documents are prepared. 6. Confidential Document Management: o Handle sensitive and confidential documents with the utmost discretion, ensuring secure management and access. o Manage the preparation and distribution of legal documents and agreements for M&A transactions. o Support in organizing virtual and physical data rooms for due diligence processes. Skills and Qualifications: • Experience: 5 years of experience as an Executive Assistant, with experience in M&A or corporate development preferred. • Back-Office Skills: Proven experience with general office duties including photocopying, filing, handling correspondence, and managing office supplies. • M&A Knowledge (Optional): Familiarity with M&A processes, deal pipeline management, and corporate transactions. • Project Management: Strong project management skills, including the ability to manage multiple tasks and stakeholders effectively. • Communication: Excellent verbal and written communication skills. Able to engage with C-level executives, external partners, and team members in a professional manner. • Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual data room platforms; experience with project management tools is a plus. • Organizational Skills: Exceptional organizational skills, with the ability to handle multiple tasks simultaneously while maintaining a high degree of accuracy. • Confidentiality: Ability to handle sensitive information with discretion and professionalism. • Education: Bachelor’s degree preferred or equivalent experience in business administration, finance, or a related field. Preferred Skills: • Experience in working with investment banks, private equity firms, or corporate development teams. • Familiarity with legal documents and agreements related to M&A transactions. • Proficiency in CRM systems for tracking deal progress.