Title:  Executive Assistant

Role (Purpose of the job)

• As a trusted partner you will provide high level administrative support to senior executives managing sales and aftersales, for daily operations, complex calendars, travel, and communication.
• Your key responsibilities include, but are not limited to, handling confidential information, acting as a gatekeeper, organizing meetings, travels, and preparing presentations/reports. 

Key Responsibilities

• Calendar & Email Management: 

Managing calendars, scheduling meetings, and prioritizing correspondence.

• Communication & Gatekeeping: 

Acting as the main point of contact between executives, internal staff, and external partners, ensuring timely information flow and coordination.

• Travel & Logistics: 

Coordinating complex travel itineraries, including flights, accommodation, and transport.

• Administrative Support: 

Drafting, editing, and formatting reports, documents, and various presentations.

• Document Management: 

Organizing, storing, and managing sensitive, confidential files.

• Meeting Coordination: 

Preparing agendas, attending meetings, taking minutes, and managing follow-ups.

• Special Projects & events: 

Assisting with project & event management tasks as needed.

Required Skills & Qualifications

• Common Requirements

Exceptional time management and ability to prioritize competing tasks.

Flexibility and ability to work independently or remotely.

Proactive problem-solving abilities.

Strong Ethic

Team player

• Experience: 

Proven experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.

• Technical Skills: 

Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and virtual tools.

• Communication: 

Exceptional verbal and written communication skills to engage with C-suite executives.

English proficiency is a must. Japanese speaking ability is a plus.

• Soft Skills: 

High emotional intelligence, discretion, confidentiality, strong organizational skills, and the ability to work under pressure.

• Education: 

Bachelor’s degree in Business Administration, Marketing, or a related field is often preferred.