Executive Assistant
Executive Secretary Summary
We are seeking an exceptional Executive Secretary to provide high-level support to our strategic executive leader. This role requires an individual who is fluent in both Japanese and English, possesses unwavering dedication, and thrives in a fast-paced, demanding environment. The ideal candidate will be a quick learner, adaptable, and ready to work extended hours alongside our dynamic leader.
Key Responsibilities
Manage the executive's complex and ever-changing schedule, including travel arrangements and meeting coordination
Attend meetings, take detailed minutes, and follow up on action items
Handle confidential and sensitive information with the utmost discretion
Prepare and edit correspondence, presentations, and reports in both Japanese and English
Act as a primary point of contact for internal and external stakeholders
Screen and prioritize incoming communications, including emails, phone calls, and visitors
Facilitate effective communication between the executive and various departments, partners, and clients
Aid in the planning, execution, and monitoring of strategic initiatives
Cross-functional projects and ensure timely completion of deliverables
Prepare and present progress reports to the executive and other stakeholders
Develop and maintain a robust filing system for both electronic and physical documents
Translate, proofread, and format documents in Japanese and English as needed
Ensure all documentation adheres to company standards and legal requirements
Oversee office operations and implement process improvements
Manage office supplies and vendor relationships
Cook up team-building activities and company events as directed
Conduct research on various topics as requested by the executive
Analyze data and prepare summary reports to support decision-making processes
Stay informed about industry trends and competitive landscape
Qualifications
Bachelor's degree in Business Administration or related field
5+ years of experience as an Executive Secretary or in a similar high-level administrative role
Native-level fluency in both Japanese and English (reading, writing, and speaking)
Advanced proficiency in Microsoft Office Suite and ability to learn new software quickly
Exceptional organizational skills with a keen attention to detail
Strong problem-solving abilities and proactive approach to challenges
Excellent interpersonal and communication skills
Ability to work under pressure and manage multiple priorities simultaneously
Demonstrated discretion and judgment in handling confidential information
Fast-paced, high-pressure environment requiring quick thinking and adaptability
Personal Attributes
Willingness to work long hours, including evenings and weekends as required
High level of stamina and resilience to keep up with a demanding work schedule
Adaptability and flexibility to changing priorities and work environments
Strong work ethic and commitment to excellence
Cultural sensitivity and ability to work effectively in a global context
Proactive mindset with the ability to anticipate needs before they arise
Benefits
This position offers a unique opportunity to work closely with a high-caliber executive leader, providing crucial support in a dynamic and challenging environment. The successful candidate will be an integral part of the leadership team, contributing to the company's strategic initiatives and overall success.
Pay
Details on pay are not specified at this time.
Schedule
Details on schedule are not specified at this time.
Application Instructions
To apply for this position, please click the "Apply" button.