Key Responsibilities:
Executive Support:
- Manage and coordinate the MD’s calendar, including scheduling and prioritizing internal and external meetings.
- Liaise with secretaries and executives at Japan HQ (Japanese proficiency is a must).
- Arrange and coordinate recurring and ad hoc meetings, ensuring timely follow-ups and agenda preparation.
- Attend selected meetings and prepare accurate meeting minutes and action item summaries.
- Support preparation of presentations, including PowerPoint formatting and content polishing (preferred).
- Assist with drafting speeches and talking points for internal and external engagements (preferred).
Administrative & Office Support:
- Handle travel planning and arrangements for business trips (flights, hotels, itineraries, visas, etc.).
- Submit expense claims and reimbursements in a timely and accurate manner.
- Maintain and update business contact information (e.g., scan and organize name cards).
- Coordinate restaurant reservations for business and private appointments as required.
- Organize small-scale internal events (e.g., team happy hours, lunches) within allocated budgets.
Personal Assistance:
- Provide support for selected personal matters, including hospital appointments, license applications, and other errands.
- Assist in ordering or purchasing meals, beverages, and snacks upon request.
Qualifications:
- Japanese language proficiency is a must.
- Proven experience as a Personal Assistant, Executive Assistant, or similar role supporting senior leadership.
- Excellent organizational and time management skills with attention to detail.
- High level of professionalism, discretion, and confidentiality.
- Strong interpersonal and communication skills (both written and verbal).
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Ability to multitask and work independently under pressure.
- Previous experience supporting a Japanese executive or familiarity with Japanese business culture.
- Experience in preparing polished business presentations and speech writing.
- Comfortable handling both professional and occasional personal assistant tasks.
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