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:

1. Executive Support:
   • 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

1. Communication and Liaison:
   • 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

1. Project Management:
   • Assist in the planning, execution, and monitoring of strategic initiatives
   • Coordinate cross-functional projects and ensure timely completion of deliverables
   • Prepare and present progress reports to the executive and other stakeholders
2. Document Management:
   • 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
3. Office Management:
   • Oversee office operations and implement process improvements
   • Manage office supplies and vendor relationships
   • Coordinate team-building activities and company events as directed
4. Research and Analysis:
   • 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

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.