Executive Assistant

Rakuten International oversees 7 businesses with over 4,000 employees globally. The brand is recognized for its leadership and innovation in e-commerce, digital content, advertising, entertainment and communications, bringing the joy of discovery and access to more than 1 billion members across the world. Our teams deliver on the company’s mission to delight merchants and customers through innovation, optimism, and teamwork.

Job Summary:

Rakuten is looking for a sharp, driven, and multi-tasking Executive Assistant to provide executive and administrative support to the Chief Financial Officer (CFO) and Chief Marketing Officer (CMO). The role will be based out of our San Francisco office and report to the CFO. Regular travel to the San Mateo office will be needed.

In this role, you will directly contribute to the smooth operation of administrative functions within your team. You will handle essential tasks such as managing schedules, organizing documents, maintaining records, and supporting communication efforts. Your contributions will ensure efficient workflows, and you will take ownership of daily responsibilities to keep operations running effectively. Through your attention to detail and proactive support, you will play an important part in helping the team meet its goals and maintain an organized, productive environment.

• Technical Proficiency: Must be proficient in Microsoft Office Suite and possess a general technical aptitude, with the ability to quickly learn and adapt to new software and tools.
• AI Proficiency: Familiarity with AI tools and their application in administrative tasks is desirable. Candidates should be comfortable using AI for email management and data analysis.
• Travel Coordination Expertise: Demonstrated experience in arranging and scheduling both international and domestic travel, including detailed itinerary planning and logistics management.
• Communication Excellence: Exceptional written, verbal, and interpersonal communication skills, with the ability to convey information clearly and effectively across different levels of the organization.
• Independence and Initiative: Proven ability to handle situations independently, taking initiative to anticipate needs and make decisions in a fast-paced environment.t..
• Attention to Detail: Meticulous attention to detail, coupled with the ability to meet tight deadlines, maintain efficient organizational practices, and switch gears swiftly as needed.
• Work Ethic and Attitude: A strong work ethic and a positive, get-it-done attitude, demonstrating dedication and commitment to the role and the organization’s goals.

Minimum Requirements:

• Minimum 5-7 years of progressively responsible experience as an executive assistant.
• Bachelor's Degree Required

• Provide high-level administrative support to the CFO and CMO, including calendar management, travel coordination, and expense reporting.
• Coordinate and organize meetings, including scheduling, agenda preparation, note-taking, and follow-up.
• Support the finance and marketing team on special projects, data entry, and ad hoc reporting.
• Assist in managing paperwork for straightforward vendor renewals and assisting with software license management by adding, removing, or disabling licenses as needed.
• Assist in setting up company leadership meetings.
• Handle sensitive information and high-level communications with discretion, confidentiality, ensuring professionalism in all interactions.