Executive assistant

Position Summary: 

As an Executive Assistant, you'll coordinate and provide high-quality administrative support to the Japan GM. Responsibilities will include scheduling meetings, maintaining detailed records, carrying out searches to ensure that the senior team a well prepared for meetings, providing support to internal projects, and organizing events. You will also provide ad-hoc support to the wider Senior Leadership team. 

Responsibilities  :

• Manage complex office administrative work requiring the use of independent judgment and initiative 

• Manage the personal and professional calendar of one or more senior leaders, scheduling appointments as required 

• Serve as a gatekeeper to filter incoming information and requests for meeting time with senior leaders and setting priorities, as appropriate 

• Co-ordinate and produce quality information within the required timescales, including presentations, documents packs and spreadsheets 

• Prepare senior leaders for meetings by researching relevant content and preparing talking points Administer meetings, ensuring attendance and that the agendas are met. Take minutes at Senior Management meetings as and when required 

• Work with the Senior Management Team, ensuring queries and documentation are completed/processed in a timely manner 

• Provide support on internal projects, including management of deadlines, gathering of information, and ensuring deliverables are met by the team 

• Undertake general administration tasks including correspondence, enquiries, phone calls and follow-ups 

• Organise and arrange travel and accommodation including provision of itineraries and administration of expenses thereafter 

• Maintain confidentiality at all times 

• Seek to develop systems and processes to ensure continuous improvement 

• Spend time within relevant business areas to get a thorough understanding of their individual business needs and the support required 

Qualtification: 

•  Previous Executive Assistant or Personal Assistant experience supporting Senior Management 

• Exceptional attention to details and planning skills, with proven ability to multitask 

• Ability to build a network and relationships 

• Excellent verbal and written communication skills 

• Ability to navigate complex situations with diplomacy 

• Ability to produce high quality presentations and briefing packs 

• Computer literate with strong Office 365 experience 

• The role holder needs to possess a flexible ‘can do’ mindset 

• English /Japanese native for global communication, IT skill hardware/softwrae/application would be plaesed