Secretary

1ヶ月前

Tokyo Drake Business Services Asia Japan

Primary Responsibilities

  • Arrange complex travel plans and compose detailed itineraries, obtain necessary travel documents and visa coordination.
  • Schedule and organize meetings, conferences and off-sites including all related logistics.
  • Prepare and edit relevant materials for the executive/s, including Word Documents, and Excel Spreadsheets.
  • Allocate and process expenses for business executive/s, including American Express and Out of Pocket expenses using the Concur expense management system.
  • Handle recruitment coordination and logistics for new employees on the team, where required.
  • Compose strategic communications on behalf of the executive/s such as letters, memos, invitations, agendas and correspondence related to all projects and on behalf of executives. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes.
  • Manage work priorities independently and respond to business outside of normal business hours as needed.
  • Perform other related general administrative tasks for business executive/s as assigned and required.
  • Use FedEx, and other services to send and track priority mail.
  • Coordinate closely with team and other assistants to provide phone coverage and back-up assistance.
  • Provide back-up assistance to Workplace Solutions if needed e.g. Reception, collection of mail, support food services.
  • Allocation and coding of invoices using PeopleSoft system as needed.
  • Facilitate vendor onboarding process.
  • Active participation and support of OneApollo initiatives e.g. community and social events.

Qualifications

  • Bachelor's Degree or five or more years of prior experience in supporting senior business leaders and teams.
  • Ability to thrive in a fast-paced and rigorous work environment; demonstrated ability to prioritize competing demands and meet deadlines.
  • Strong initiative and ownership of responsibilities – must demonstrate a proactive, positive attitude towards given tasks, plan ahead for potential issues and take appropriate action.
  • Exemplary interpersonal skills necessary to handle sensitive and confidential situations. Role continually requires demonstrated poise, tact and diplomacy.
  • Strong written and verbal communication skills, bilingual in both Japanese and English. Strong attention to detail when composing and proofing materials required.
  • Team-oriented and collaborative attitude is a must.
  • Extensive knowledge of Microsoft Outlook and proficient in Excel, Word and PowerPoint.
  • Working knowledge of office administrative procedures and operating standard office equipment.

Required Skills

  • Strong initiative and ownership of responsibilities; exemplary interpersonal skills; strong written and verbal communication skills; team-oriented and collaborative attitude; extensive knowledge of Microsoft Outlook and proficiency in Excel, Word, and PowerPoint
  • Bilingual in both Japanese and English; working knowledge of office administrative procedures.

Pay range and compensation package

Equal Opportunity Statement

  • We are committed to diversity and inclusivity in our hiring practices.

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