Executive Secretary (Japanese Speaking)

[Job ID: 1646100]

Job Summary:

Provide high-level executive support to senior leadership, ensuring seamless coordination of schedules, communications, and operations in a dynamic environment.

Responsibilities:

• Manage complex calendars, appointments, and schedules across multiple time zones.
• Anticipate and resolve scheduling conflicts while prioritizing business needs.
• Serve as a liaison between senior executives, internal teams, and external stakeholders.
• Coordinate business travel arrangements including flights, accommodation, transport, visas, and itineraries.
• Prepare and submit expense claims promptly and review submissions for compliance with company policies.
• Arrange corporate gifts such as floral arrangements, hampers, and related items as required.
• Organize and coordinate meetings, calls, interviews, and corporate events.
• Manage logistics including venues, catering, and technology requirements for key meetings.
• Prepare agendas, reports, presentations, and meeting materials.
• Support team meetings, offsite events, and engagement activities.
• Provide coverage support for executive assistants during absences or peak workload periods.
• Maintain accurate records and documentation.
• Assist with procurement, invoice processing, and administrative processes.
• Support special projects and operational initiatives while ensuring compliance with internal policies.

Requirements:

• Extensive experience (typically 8–10 years) providing executive support to senior management (e.g., C-suite or Directors).
• Proficiency in Japanese language for liaising with Japanese-speaking clients and stakeholders.
• Experience in a multinational or fast-paced corporate environment is an added advantage.
• Strong organizational skills with high attention to detail and discretion.
• Proficiency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint.
• Excellent communication, interpersonal, and stakeholder management skills.
• Proactive, adaptable, and able to quickly learn new skills and processes.
• Proven ability to manage multiple priorities and perform effectively under pressure.

We regret that only shortlisted candidates will be notified. However, rest assured that all applications will be updated to our resume bank for future opportunities.

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EA Personnel Name: Ochi Madoka
EA Personnel Registration Number: R24125474
EA License No.: 07C5771