Corporate Planning Administrative Assistant - MUST BE BILINGUAL IN JAPANESE - ENTRY LEVEL IS OK!
57k-70k
Job Summary:
A Corporate Planning Administrative Assistant provides timely, smooth and efficient administrative support for executives and for the department to facilitate business operation. He/she fulfills responsibilities with another administrative assistant in the department under managers' instructions.
Duties/Responsibilities:
Executive assistant team
Preparing and maintaining the CEO & COO's schedule, coordinating meeting requests, responding to telephone calls/inquiries, preparing letters & reports and facilitating administrative matters related to the executives.
Making travel itineraries and arrangements, including coordination with related parties under the managers' directions, and preparing & processing entertainment and expense reports.
Coordinating entertainment & meetings with business partners, including location & menu selections, based on descriptions of guest profiles and invitations, then maintaining & updating relevant records.
Arranging internal parties related to executives, such as making a restaurant reservation and sending an invitation, etc.
Preparing, sending and keeping a record for congratulatory and/or condolence-related telegram and letters, etc.
Maintaining related information of executives' private club membership, including handling application, usage record and associated expenses.
Arranging executive gifts & acknowledgements, and coordinating holiday cards and other mailings.
Supporting smooth & overall transitions for executives' personnel changes.
Maintaining executives' data such as business cards, holiday cards, etc. and supporting IT-related equipment.
Maintaining the company house and arranging entertainment dinners and parties there. - Completing other projects as directed.
Planning Team
Coordinating video meetings and other internal meetings.
Distributing internal notifications using intranet & email.
Maintaining Corporate Planning's intranet.
Assisting corporate planning members and guests (e.g. from Tokyo and other regions) with travel arrangements.
Processing expense reports for managers and for the department.
Handling general administrative tasks such as procuring office supplies and registering guests for the office building, etc.
Making copies & binders and handling mails & filings.
Completing other projects as directed.
Job Specific Knowledge/Skills & Abilities
Required:
Japanese & English language skills (writing, speaking & reading)
Intermediate PC skills (Excel, Word, Powerpoint, Adobe, Accounting Software, etc) and ability to learn new systems
Ability to establish and maintain cooperative working relationships
Flexibility to work on-site when the executives are in the office.
Education, Certification and Experience:
Required:
0-2 years of experience as assistant and/or support staff
Baccalaureate degree or equivalent
Hybrid work style: Minimum 2 days in the office and 3 days remote work