MAIN PURPOSE
The Executive Assistant will serve as the gatekeeper to all meeting and scheduling requests for the CEO.
He/She will be tasked with managing the CEO's daily calendar, preparing the right documents and presentations for essential meetings.
The Executive Assistant must also exercise caution when handling confidential and sensitive information & materials and be able to act proactively and without much supervision by anticipating needs and following deadlines.
Key Responsibilities
- Executive Assistant Duties
- Scheduling- daily, Expense control – monthly, Travel arrangements - when applicable
- Internal meeting arrangements, agenda setting, taking meeting minutes
- Visitors arrangement- itinerary, hotel and car bookings, lunch and dinner or gift arrangements (when necessary)
- VIP treatment- arrangement of hotel, transport, restaurant, gifts, flowers and letter/card in liaise with boutiques
- Meeting set up with snacks/water or lunch
- May handle personal assistant tasks as needed
- Internal Communicator/ Translator/ Interpreter
- Translation of relevant articles/documents for internal use in English and Japanese
- Arranging breakfast session with staff and local executives, interpreting, taking minutes when necessary
- Arranging, negotiating, executing the group meeting for Division team members, debriefing session or parties
- Planning, negotiating, executing the company wide internal meetings and events along with the other Maison Assistants
- Business planning and project management
- Undertaking key streams of work in relation to Business Plan development (ex. Strategic plan document)
- Undertaking project management work as required by the business
Required Experiences
- At least 5 years of Executive Assistant experiences
- Experiences within global companies are welcome
Technical Skills / Abilities
- Outlook, Microsoft PowerPoint, Word, Excel
- SAP, Concur, CQ5
- Bilingual in Japanese and English
Personal Skills
The successful candidate will have the following personal qualities:
- Keep confidentiality
- Handling multiple tasks
- Organization skill
- Making priority
- Good communication skill
- Great team player
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