Executive Office Project Manager (Sr. Executive Assistant)

Sakata Seed America, INC.•Woodland, CA

17h

About The Position

The Senior Executive Assistant & Executive Office Project Manager supports the effectiveness of the Executive Office by providing advanced executive support and disciplined project execution in support of the Executive Chairman / President & CEO and the Senior Manager of Corporate Administration. This role reports directly to the Senior Manager of Corporate Administration, who provides overall direction, prioritization, and performance oversight. The Senior Manager of Corporate Administration serves as the primary day-to-day interface with the Executive Chairman / President & CEO. The Senior Executive Assistant functions as the Senior Manager’s right hand, ensuring Executive Office priorities, communications, scheduling, and follow-through are executed with discipline and discretion. Support to the Executive Chairman / President & CEO is coordinated through the Senior Manager of Corporate Administration in accordance with established Executive Office protocols. The role is not intended to operate as an independent or parallel channel to the Executive Chairman / President & CEO, but rather as an extension of the Senior Manager’s office. Approximately fifty percent (50%) of the role is dedicated to Executive Office project management and strategic execution, including coordination, tracking, and follow-through on Executive Office–sponsored initiatives. The remaining scope focuses on advanced executive administration, information management, and governance-aligned operations. Executive Office strategy, governance design, enterprise prioritization, and corporate communications strategy are established by the Senior Manager of Corporate Administration. The Senior Executive Assistant supports execution within this framework, exercising independent judgment while adhering to established oversight and escalation protocols.

Requirements

Confidentiality: Maintains the highest levels of discretion and confidentiality when handling sensitive information.
Attention to Detail: Demonstrates exceptional attention to detail and ensures accuracy across all assigned tasks.
Effective Communication: Demonstrates exceptional communication skills, including outstanding oral, written, and interpersonal proficiency, with a strong command of business English, including spelling, punctuation, and grammar, while consistently presenting a professional demeanor in all interactions.
Resilience: Exhibits resilience and composure by thriving under pressure, effectively managing high-stakes projects, tight deadlines, and strict performance expectations with professionalism and focus.
Autonomy: Effectively prioritizes tasks and operates independently with self-motivation and high initiative.
Efficiency: Excels in organizational and time management capabilities with a proactive work ethic.
Emotional Intelligence: Demonstrates emotional intelligence (EQ) and maturity by managing emotions effectively, fostering collaboration, resolving conflicts, and building positive relationships while displaying emotional stability, adaptability, cultural and gender sensitivity, and integrity in all interactions.
Strong Interpersonal Skills: Skilled in building effective relationships with management, colleagues, and the public, demonstrating cultural sensitivity and cross-cultural interaction capabilities.
Resourcefulness: Exhibits decisiveness, a results-oriented mindset, and innovative problem-solving abilities.
Technical Proficiency: Advanced expertise in Microsoft Office Suite and adept use of computer software and electronic communication tools for office operations.
Analytical Expertise: Demonstrates strong business analysis and coordination capabilities, including expertise in data analysis and project management tools.
Education: A Bachelor’s degree (BA or BS) in a related discipline is required.
Administrative Experience: A minimum of 5 years of executive-level administrative support experience is required, showcasing strong organizational skills and the ability to handle complex tasks and competing priorities effectively.
Project Management Experience: Demonstrated experience in formal project management, including planning, coordination, tracking, and execution of multi-stakeholder initiatives.

Nice To Haves

Familiarity with structured project management methodologies, tools, or certifications (e.g., PMP, CAPM, Agile, or equivalent frameworks) is preferred.
Industry Experience: Experience in a relevant sector, such as seed, ornamentals, or produce, is highly desirable.
Language Proficiency: Proficiency in multiple languages, such as English and Japanese or English and Spanish, is preferred but not required.

Responsibilities

Execute Executive Office initiatives and priorities as defined, sponsored, and directed by the Senior Manager of Corporate Administration.
Translate Executive Office direction into structured project plans, including timelines, milestones, owners, dependencies, and risk considerations.
Maintain Executive Office initiative trackers, dashboards, and executive-level status reporting to support leadership visibility and decision-making.
Coordinate across functional leaders, Executive Administration Department (EAD) resources, and subject-matter experts to drive execution and follow-through.
Monitor initiative progress, identify risks or delays, and escalate issues with context and recommended next steps.
Prepare executive-ready updates, briefing materials, and decision inputs related to Executive Office initiatives.
Serve as a continuity anchor to maintain momentum on initiatives amid shifting executive schedules and competing priorities.
Calendar Management: Independently manage Executive Office calendars in coordination with the Senior Manager of Corporate Administration, ensuring alignment with strategic priorities, governance commitments, and executive protocols. All calendar access, scheduling decisions, and prioritization involving the Executive Chairman / President & CEO are coordinated through the Senior Manager of Corporate Administration as the primary interface.
Communications: Act as a point of contact for Executive Office correspondence and coordination; draft, review, and route communications in accordance with established protocols, escalating matters as appropriate. Communications directed to or involving the Executive Chairman / President & CEO are managed in coordination with and through the Senior Manager of Corporate Administration.
Travel Arrangements: Manage domestic and international travel logistics for the Executive Office, including board, governance, and executive-level engagements.
Task Prioritization: Assess and manage Executive Office priorities, balancing competing demands, timelines, and dependencies while maintaining visibility into key risks and commitments.
Meeting and Report Preparation: Prepare agendas, briefing materials, presentations, and meeting notes for Executive Office meetings, including governance, board, and leadership forums. All such materials are prepared under the direction of the Senior Manager of Corporate Administration to ensure alignment with Executive Office governance protocols and executive priorities.
Confidential Information Management: Handle highly sensitive Executive Office information with discretion; maintain organized, secure document management practices.
Financial Oversight Support: Support Executive Office budget tracking and CAPEX coordination in collaboration with Finance and under established oversight.
Document Organization: Maintain systematic records for the Executive Office aligned with governance, compliance, and corporate administration standards.
Board & Headquarters (Yokohama) Relations: Support the preparation and coordination of governance documents, board materials, and shareholder-related communications as directed. Engagement and communications with SSC headquarters and governance bodies are coordinated through the Senior Manager of Corporate Administration as the designated Executive Office interface.
Relationship Management: Serve as a liaison between the Executive Office and internal and external stakeholders, exercising professionalism, sound judgment, and discretion in all interactions. The Senior Manager of Corporate Administration remains the primary interface for senior executive- and headquarters-facing engagement; this role supports coordination and follow-through under that direction.
Gatekeeping and Access Management: Manage access to the Executive Office by prioritizing requests and balancing competing demands in alignment with established priorities. Access requests involving the Executive Chairman / President & CEO are routed through the Senior Manager of Corporate Administration, who serves as the primary point of interface and decision authority.
Executive Presence: Represent the Executive Office in interactions with stakeholders, upholding professional standards, protocols, and executive decorum. This role operates in support of the Senior Manager of Corporate Administration and does not independently represent or speak on behalf of the Executive Chairman / President & CEO without explicit direction.
Compliance & Strategic Awareness: Support awareness of relevant legal, compliance, and strategic considerations affecting the Executive Office and broader enterprise.
Leadership Team Support: Facilitate information flow and reporting across functional teams to support accurate consolidation and executive-level visibility.
KPI Tracking & Reporting: Support preparation and coordination of leadership KPI reporting for Executive Office review.
Event Coordination: Plan and coordinate Executive Office meetings and events; support broader corporate events as required.
Professional Development & Process Improvement: Identify continuous improvement opportunities and recommend process enhancements to strengthen Executive Office effectiveness.
Additional Duties: Perform other responsibilities as assigned to support organizational success.