Executive Assistant (Japanese-speaking)

Company Overview

Our client is a fund management firm investing directly in real estate, hospitality, and infrastructure, with offices in Singapore, Korea, Australia, and Japan.

Job Summary

Provide comprehensive administrative and executive support to senior management, serving as a Japanese-speaking liaison to clients and stakeholders, and ensuring smooth office operations and communication across departments.

Responsibilities

• Deliver administrative support to daily operations and senior management activities to ensure organizational efficiency
• Manage and organize documents, records, and filing systems to maintain accurate and accessible information
• Handle correspondence in English and Japanese, including emails, calls, letters, and coordination to facilitate clear communication
• Schedule meetings and appointments and prepare related materials to support effective time management
• Coordinate logistics for events, meetings, and office activities, including venue booking and transportation arrangements
• Maintain office supplies and oversee basic office management tasks to ensure a well-functioning workplace
• Ensure compliance with company policies and procedures to uphold organizational standards
• Assist internal teams with administrative and coordination tasks to support cross-functional collaboration
• Update and maintain databases and reports as required to provide accurate operational data
• Support process improvements to enhance administrative efficiency and effectiveness
• Provide day-to-day executive support to heads of departments, including calendar management, meeting coordination, and claim applications processing
• Serve as the Japanese-speaking point of contact for Japanese clients, investors, shareholders, and business partners, ensuring timely and professional communication
• Act as a key liaison between senior stakeholders, clients, and internal teams to facilitate efficient communication and follow-ups
• Assist in travel coordination and administrative arrangements for executives to support seamless business travel
• Perform other ad hoc tasks as assigned to support organizational needs

Required competencies and certifications

• Excellent oral and written communication skills in English and Japanese to serve as a Japanese-speaking point of contact for clients and stakeholders
• Proficiency in Microsoft Applications (Word, PowerPoint, and Excel) to support document preparation and reporting

Preferred competencies and qualifications

• At least 5 years of relevant working experience demonstrating capability in administrative and executive support roles
• Ability to communicate ideas clearly to diverse teams and stakeholders
• Good interpersonal skills to work effectively with culturally diverse teams at all levels
• Highly motivated with strong work ethics, able to work under pressure and support multiple reporting lines