What makes this a great opportunity? - This role will serve as a trusted strategic and operational partner to the Chief Executive Officer (CEO) and Chief People, Culture & Communications Officer (CPCCO) at Suntory Global Spirits. This highly visible role combines senior executive support with enterprise calendar governance, Board and executive meeting coordination, and chief-of-staff-style planning across the leadership community.
- The role provides leadership and coordination for complex global governance and executive events, with dedicated junior administrative support handling detailed logistics and execution. Success requires strong judgment, executive presence, planning discipline, and exceptional stakeholder management.
- The successful candidate will connect the Executive Leadership Team (ELT), its Executive Assistant community, the Board, and key stakeholders in Japan, serving as the central point of coordination for executive meeting cycles and leadership priorities.
Role ResponsibilitiesExecutive & C-Suite Support - Provide high-level executive and administrative support to the CEO and CPCCO, managing complex calendars, competing priorities, correspondence, and strategic commitments.
- Coordinate domestic and international travel, including detailed itineraries, accommodations, transportation, and expense reporting.
- Act as a trusted partner to the CEO and CPCCO, exercising sound judgment, discretion, and confidentiality in managing sensitive information.
- Act as a primary point of contact for senior executives, Board members, and internal and external stakeholders.
- Anticipate executive needs, proactively resolve scheduling conflicts, and ensure effective preparation for critical meetings and engagements.
Board of Directors & Executive Leadership Meetings - Lead the overall planning and coordination of Board of Directors, ELT, and other senior leadership meetings, ensuring alignment on meeting cadence, priorities, agendas, and decisions.
- Oversee Board meeting planning across locations, including the twice-yearly location changes; direct junior administrative support responsible for detailed logistics, travel, venues, and meeting execution.
- Coordinate preparation and distribution of Board presentations, agendas, briefing documents, and other confidential materials.
- Partner with senior executives and key stakeholders to ensure meeting objectives, timelines, and deliverables are achieved.
- Support meeting follow-up activities, including tracking action items, decisions, and outstanding deliverables.
- Maintain the highest levels of professionalism, confidentiality, and attention to detail when supporting Board and executive governance activities.
- Serve as the primary coordination bridge with Japan for Board-related matters, working closely with Nobu's office and staff to align stakeholders, schedules, materials, and expectations.
- Own the enterprise corporate calendar and annual ELT meeting cycle, coordinating scheduling, preparation, dependencies, and follow-through with the ELT Executive Assistant community.
Role Responsibilities Con'tExecutive Event Planning & Management - Lead planning for high-profile corporate events, executive offsites, leadership summits, town halls, and global leadership gatherings, including the January conference in Tokyo.
- Own event strategy, executive stakeholder alignment, timelines, and quality of delivery; delegate detailed venue, vendor, travel, catering, and on-site logistics to the supporting administrator.
- Coordinate executive and leadership events involving domestic and international participants.
- Partner with internal teams and external vendors to deliver seamless, professional, and engaging event experiences.
- Manage event timelines, budgets, contracts, and contingency plans to ensure successful execution.
- Provide on-site coordination and support for major executive meetings and corporate events as needed.
Strategic Coordination & Cross-Functional Collaboration - Support strategic initiatives and special projects across the Office of the CEO and CPCCO, operating in a corporate planning / chief-of-staff-style coordination capacity.
- Coordinate cross-functional meetings and activities involving senior leaders, HR, Communications, and other business functions.
- Act as the connective lead for the ELT Executive Assistant community, establishing shared planning rhythms, coordinating calendars, and driving consistent communication and follow-through.
- Coordinate PCCLT calendars, meeting cycles, and ENCC-related meetings and activities, ensuring agendas, materials, and follow-up actions are managed effectively.
- Manage executive communications, including drafting correspondence, presentations, meeting agendas, and briefing materials.
- Track key deliverables, follow-up actions, and project milestones to ensure timely execution.
- Identify opportunities to improve executive processes, administrative efficiency, and meeting effectiveness.
Financial Management & Administrative Oversight - Manage departmental budgets, purchase requisitions, vendor contracts, and expense reporting.
- Track event and meeting expenditures, ensuring compliance with corporate policies and financial guidelines.
- Coordinate vendor relationships and negotiate services to optimize cost and quality.
- Oversee and develop a lower-level administrative support resource focused on detailed meeting and event logistics, coordination, and execution.
QualificationsExperience & Education - Bachelor's degree required.
- At least 10+ years of experience supporting C-suite executives or equivalent senior executive leadership (ideally including support for a CEO and/or CPCCO).
- Demonstrated experience planning and coordinating Board of Directors meetings and Executive Leadership Team meetings.
- Demonstrated ability to lead executive assistant networks, supervise administrative support, and manage enterprise-wide leadership calendars and governance cycles.
- Significant experience managing large-scale corporate events, executive offsites, leadership meetings, and high-profile gatherings.
- Proven ability to manage complex executive calendars, international travel, and competing priorities.
- Experience working in a global, matrixed organization, ideally with Japan-based stakeholders and cross-cultural executive governance.
- Strong proficiency in Microsoft Office Suite, including PowerPoint, Excel, Outlook, and Teams.
- Experience managing event budgets, vendor relationships, and executive meeting logistics.
- Flexibility to travel occasionally and provide support outside standard business hours for executive meetings and events.
Key Competencies - Executive Presence & Professionalism: Ability to engage confidently and professionally with C-suite executives, Board members, and senior stakeholders.
- Event & Meeting Management: Exceptional organizational skills with demonstrated success executing complex, high-profile events and executive meetings.
- Enterprise Coordination & Influence: Ability to build alignment across executive offices, the ELT EA community, and international stakeholders without relying on formal authority.
- Strategic Thinking: Strong business acumen with the ability to anticipate executive needs and proactively manage priorities.
- Project Management: Ability to manage multiple projects, timelines, vendors, and deliverables simultaneously.
- Communication & Relationship Building: Excellent written and verbal communication skills with strong interpersonal judgment.
- Attention to Detail: Exceptional accuracy and follow-through, particularly in Board materials, executive communications, and event logistics.
- Confidentiality & Discretion: Demonstrated ability to handle highly sensitive executive and organizational information.
- Adaptability & Problem Solving: Comfortable navigating ambiguity, changing priorities, and time-sensitive situations.
The salary range for this role in New York is $135,000- $145,000 along with an annual bonus, 401K match, profit sharing, and medical and wellness benefits. The salary range is commensurate with the candidate's location, experience, and skillset. The range will vary if outside of this location.
Nearest Major Market: Manhattan
Nearest Secondary Market: New York City
Job Segment: Administrative Assistant, Executive Assistant, Secretary, Project Manager, Administrative, Technology
