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BIZ / 10M / Bilingual Assistan to CEO, Tokyo SUBMIT
JOB Description
Job title: Executive Assistant to CEO
Brief description:
The position of Executive Assistant to CEO, handles a variety of tasks and prioritizes correspondence, allowing C-level executives to focus on decision-making and higher-level responsibilities. The person in this position should be well-organized, have great time management skills and be able to act without guidance. High responsibility, confidentiality, efficiency and contribution will be required, not only for the CEO, but also for other executive members and office staff to support the company's business.
Tasks:
Executive Assistant duties∙Scheduling - Managing calendars by checking among executives, clients and other external partners, internally and globally, among different countries.
∙Meeting and calling – Set up among executives. Requests will occur among different time zones and countries in short notice.
∙Travel arrangements – Preparing travel coordination to make it smooth CEO’s business trip. This includes taxi, flight, hotel, booking including oversea where CEO visits also VISA application and following travel guideline is also required.
∙ Expense Reports – preparing CEO’s monthly expense report for his corporate credit card & cash expenses.
∙ Legal Document – Preparing CEO’s signature. You will also have access to make e signature and sometimes it will be required urgently. You will also prepare original wet-ink signature and notarial certify a Notary Public and apostille at Embassy will be also required depending on document. Legalization requests in oversea countries, government or embassy might also happen.
∙Telephone – answers telephone for CEO or office, gathers information, deals with situations, or refers messages as appropriate.
∙Filing - Organize and maintain the office & CEO’s filing system.
Event Management duties
∙ Investor’s visit to Japan – make necessary coordination for our investor warehouse site tour. Number of attendees is up to around 15 people in total. Make booking necessary transportation (Vin, Bus, Heli, Shinkansen, Flight ticket), hotel and suitable lunch or dinner venue preparation by considering various oversea client’s diet restrictions.
∙ Corporate event – Ground Breaking Ceremony(地鎮祭)、 customer party for our tenant candidate company. Attendance is required with the CEO, sometimes Japanese translation will be required to communicate with our local government or client. Japanese translation and brush up his final speech draft of CEOʼs speech also required for both events.
Office administration duties
∙Familiarity with office gadgets and applications - e.g. e-calendars, copy machines, call & video call set up, global online video conference
∙ Reception - Welcome visitors for CEO and office.
∙ Corporate car management – Corporate driver’s schedule and car maintenance. ∙Perform a variety of ad hoc administrative tasks.
Personal Assistant duties
∙Maintain a personal banking system – make necessary bank payments from his account for his private expenses, including overseas payment.
∙Administrative duties for his private matters – receiving packages from oversea, sometimes custom tax declaration might be required.
∙ Family – make necessary arrangements for his family (his wife, 2 boys, nanny) when it is required. Trip, VISA, etc.
Qualifications and requirements:
∙Management skills - Outstanding organizational and time management.
∙ Flexibility - to match an executive's fluid schedule.∙ Strong mentality – to support a busy CEO’s schedule and work.
∙Excellent MS Office knowledge - Outlook, word, excel, Power point, Adobe. ∙Excellent verbal and written communications skills.
∙Discretion and confidentiality.
∙Experience - More than 5 years work experience as Executive assistant is ideal.
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