Position Title: Executive Assistant
Location: Japan
Employment Type: Full-time
Role Overview
As an Executive Assistant supporting the Business Management leadership team, you will play a key role in ensuring operational efficiency through high-level administrative support. Your ability to anticipate needs, manage competing priorities, and maintain confidentiality will be critical. This role requires exceptional organizational skills, discretion, and the ability to build strong internal and external relationships.
Key Responsibilities
Provide comprehensive administrative support to senior leaders
Manage complex calendars, schedule high-priority meetings, and negotiate conflicting priorities with discretion
Coordinate internal and external meetings, including logistics such as room booking, visitor access, and equipment
Greet and assist guests, ensure meeting materials are prepared, and track follow-up actions
Arrange domestic and international travel, considering costs, preferences, and time constraints
Prepare itineraries and ensure all necessary travel documentation is in order
Process expense reports promptly and follow up on outstanding reimbursements
Draft and proofread emails, reports, and presentation materials
Screen and prioritize incoming communications, correspondence, and mail
Answer phones, take messages, and provide back-up support to other administrative staff
Maintain and organize files, databases, and sensitive records
Conduct basic audits, reconcile discrepancies, and assist with data management
Identify and implement process improvements to enhance team efficiency
Stay up to date with internal policies, procedures, and administrative best practices
Order supplies, manage invoices, and support logistical needs of the department
Compile reports and conduct basic data analysis for presentations and strategic meetings
Support the coordination of internal governance and executive meetings, including preparing materials and recording minutes
Assist with organizing recurring business reviews with multiple stakeholders
Collaborate with sales support teams to track client interactions using internal CRM tools
Participate in cross-functional and cross-border projects aimed at improving operational performance and supporting business growth
Ideal Candidate Profile
Highly adaptive with strong interpersonal and communication skills
Proactive and self-motivated with a passion for continuous growth and development
Detail-oriented and capable of handling confidential information with discretion
Comfortable working in a fast-paced, team-oriented environment
Experienced in supporting senior leadership with professionalism and efficiency