Job Title
Executive Assistant / Executive Secretary
Location
Kawasaki, Kanagawa, Japan
Working Hours
8:00–17:00 or 9:00–18:00
Flexible working hours (no core time)
Remote work available
Company Overview
This position is responsible for supporting the smooth and efficient operation of executive officer activities through secretarial support and cross-functional coordination.
The role provides comprehensive support across schedule management, meeting coordination, information organization, internal and external communications, and document preparation.
Main Responsibilities
Schedule Management
Manage executive officers' schedules and coordinate meetings.
Schedule appointments with internal and external stakeholders.
Arrange and manage domestic and international business travel itineraries.
Meeting Management and Preparation
Reserve meeting rooms and arrange online meetings.
Collect, compile, and distribute meeting materials.
Assist with agenda preparation and meeting minutes.
Follow up on action items after meetings.
Internal and External Communication
Support communication via email, telephone, and in-person interactions.
Summarize key discussion points and provide proxy responses when necessary.
Coordinate and communicate with departments and managers across the organization.
Document and Material Preparation
Create and proofread various business documents.
Manage contracts, application forms, and related documentation.
Prepare presentation materials using PowerPoint and other business tools.
Business Travel, Expenses, and Administrative Support
Arrange domestic and international business travel.
Create travel itineraries.
Process expense reimbursements and payments.
Manage petty cash.
Support administrative procedures including document approvals, stamping processes, and application submissions.
Additional Opportunities
Support internal administrative procedures and application processes.
Depending on skills and interests, opportunities may be available to expand responsibilities into sales operations, data processing, and project-related activities.
Requirements
Required Qualifications
Bachelor's degree or above.
Required Experience
Experience as a secretary, executive assistant, or management assistant within a corporate environment.
Experience involving cross-departmental coordination.
Required Skills
Ability to manage multiple tasks simultaneously through effective coordination and time management.
Ability to assess situations and determine appropriate priorities.
Strong communication skills for collaboration with internal and external stakeholders.
Flexibility and problem-solving skills to respond to schedule changes and evolving business needs.
Japanese: Native or fluent level.
English: Basic business level, particularly for email correspondence and meeting coordination.
Practical experience using Microsoft Office applications, including Outlook, PowerPoint, Excel, Word, Teams, and Copilot.
Work Style and Attributes
Strong sense of responsibility and confidentiality when handling sensitive information.
Ability to collaborate effectively with a wide range of departments and stakeholders.
Detail-oriented work style with a focus on accuracy and quality.
Preferred Qualifications
Experience as a secretary or executive assistant within a multinational environment.
Experience supporting executive officers and board members.
Experience using SAP or similar business systems.
Experience creating presentation materials using PowerPoint.
Experience working in fast-paced environments requiring both speed and accuracy.
Holidays & Leave
Annual holidays: 121 days.
Two-day weekend system (Saturday and Sunday).
National holidays (based on company calendar).
Annual paid leave.
Bereavement leave.
Maternity and paternity leave.
Family care leave.
Compensation
Base salary: To be determined based on knowledge and experience.
Bonus: Twice per year.
Additional allowances may include commuting, remote work, overtime, child, housing, and defined contribution pension allowances.
Allowances are paid separately from base salary.