Executive Assistant

Job Title: Executive Assistant
Contract Type: Permanent
Location: Tokyo, China
Salary: 6000000 - 8000000
Reference: 10879
Contact Name: Jack Stone
Job Published: December 18, 2018 09:00

Job Description

The Company:

A Scandinavian company that specializes in manufacturing accessories to keep you young and beautiful. 

The Position:

The Executive Assistant provides executive level administrative support including: conducting time-sensitive research, preparing statistical and complex reports, handling information requests and performing routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives. As the nature of this position involves exposure to sensitive information, the individual in this role must necessitate considerable use of tact, diplomacy, discretion, and professional judgement. The Executive Assistant must be able to communicate professionally and effectively on behalf of the CEO.

Essential Job Functions:

  • Provide executive level support to the CEO to include management of the CEO’s calendar, expenses, office and files
  • Arrange for conferences, meetings and events – including travel plans [i.e., itineraries, reservations, booking, hotels, flights, car service, etc.]
  • Oversee the coordination of any scheduling of meetings to also include:
  • External/Internal participant scheduling
  • Create templates and organize documents
  • Take meeting minutes/notes during executive and team meetings
  • Keep track of deadlines and deliverables
  • Demonstrate strong customer (internal/external) service skills and ability to manage professional and interpersonal relationships well
  • Effectively adapt to various competing demands, and able to deal with frequent change, delays, or unexpected events
  • Continuously build processes, create conditions, take actions in order to allow the CEO to focus his/her time on bringing value where value is needed, to include:
  • Thinking and acting few steps ahead of the CEO and providing solutions to steer, if needed
  • Review, edit and respond to the CEO’s correspondence with both internal and external constituents
  • Assists with various ad-hoc research projects and/or special projects
  • Maintain consistent and reliable attendance
  • Other duties as assigned

Required/Preferred Knowledge, Skills and Abilities:

  • College degree preferred
  • Minimum of 5 years of previous executive assistant or office administration experience required
  • Ability to maintain strict confidentiality regarding operational issues
  • Ability to clearly communicate in Japanese, both verbally and in writing
  • Strong business level of spoken and written English to communicate among other offices/colleagues internally
  • Intermediate proficiency with G-Suite and/or Microsoft Office applications
  • Ability to work with limited direction and ambiguity to manage flow and maintain focus on responsibilities and timelines
  • Must be detail oriented and able to handle complex instructions with care and follow-through
  • Demonstrates accuracy and thoroughness in execution of assigned tasks
  • Ability to adapt to changes and work in a fast paced, demanding environment
  • Ensuring the general office is running smoothly (ensuring public spaces are well presented, etc.)
  • Dependable and proactive, with the ability to prioritize workload and use time efficiently
  • Passion for learning about our products