Bilingual Executive Assistant (JP & EN)

The company is looking for a driven, organized, and dedicated Executive Assistant to support one of the Executives.

This role involves a collaborative effort primarily supporting the Executive, alongside handling special projects within the company, such as organizing meetings with the Executives. Additionally, the position requires coordination and mutual support among the executive support staff at the company. It presents a unique opportunity for an individual with exceptional attention to detail, who excels in a high-speed work setting and seeks hands-on experience in a rapidly expanding global enterprise.

Core Responsibilities:

1. Scheduling and administrative support:

• Heavy calendar management involving scheduling all of the Executive's appointments
• Maintaining an organized calendar while determining priorities, working with the schedules of other team members, juggling the Executive's professional commitments, and adapting to last-minute changes
• Manage business travels for the Executive: booking hotels, flights, and ground transportation as well as being on call during travel situations. Respond to travel and schedule changes, monitor email, and deal with any issues that arise, inside or outside of normal business hours.
• Reconcile the Executive's expenses and create expense reports
• Retrieving and delivering materials, as well as handling the ordering and distributing of food, office supplies, mail, and personal items
• Receive, greet, and orient the Executive's domestic and international visitors. This includes international delegations, CEOs, ambassadors etc.
• Light personal assistance is also required, which includes coordinating the Executive's work schedule with their personal commitments
  
  2. Prioritize and strategize with the Executive to achieve their leadership and business goals:
• Heavy email management: directly handle or delegate as much of the Google inbox as possible. Read, prioritize, and organize emails, respond on behalf whenever possible
• Act as an internal and external gatekeeper, deciding the best use of the Executives' time both in terms of meetings and in their project work. Feel empowered to make decisions on behalf of the Executive while understanding which decisions require Executive's involvement
• Work with the Executive to prioritize requests for his time
  
  3. Project management:
• Work in collaboration with the Executive to research and create presentation materials (PowerPoint decks, blog entries, thought pieces) for the Executive's speaking engagements
• Maintain business and admin accounts, bibliographic information and professional contacts in a clear, organized system (including biography, LinkedIn accounts, all business cards).
  
  Requirements:
• Fluent in Japanese and English
• Bachelor's degree
• 5+ years of professional administrative experience
• Mastery of Google Apps for Business (Gmail, Calendar, Drive) and of Microsoft Office (PowerPoint, Excel, Word).
• Detail oriented
• A careful listener and reader with strong communication skills, able to absorb information quickly, and adapt to the Executive's preferences with minimal guidance
• A curious, self-starting individual comfortable with significant independent responsibility, and capable of building positive relationships with a diverse range of people
  ・ Willingness to help and support others, an ability to think creatively about how to maximize time, and the capacity to juggle many details and activities