Executive Assistant - Company Management
仕事内容
Duties include:
Exclusive control of meeting schedule and calendar management. Handle meeting conflicts & prioritization issues. Parties include but not limited to: internal and external senior individuals, government and regulatory bodies, corporations.
- Schedule meetings, conference calls, video conferences, breakfasts, lunches and dinners
- Handle travel arrangements; coordinate out-of-town meeting schedules. Prepare itineraries.
- Support VIP senior visitors from oversea offices on their logistics, client meeting arrangements, etc.
- Handle expense reports
- Assist in arrangement of presentation and meeting materials
- Answer phones and direct all incoming calls to appropriate party promptly and efficiently
- Communicate and handle incoming and outgoing electronic communications
- Maintain executive files and correspondent files. Handle executive paper mail and distribute pre-sort & prioritize, respond to simple, immediate requests.
- Assist with various ad-hoc projects in the Division.
- Uphold a strict level of confidentiality
- Relationship Management
- Extensive internal and some client liaising, maintaining relationships at senior level.
- Communicating with assistants in other areas, both Japan and globally, to schedule meetings and trips in conjunction.
- Interaction with potential clients of the Firm – meeting schedules, printing marketing packs/materials, greeting in reception and escorting professionally to MS meeting rooms – an important first impression for the prospect, and follow up with prospect admin team.
- Dealing efficiently and politely with requests from clients and other departments.
- Calendar Management
- Exclusive control of senior executives’ calendars. Seeking further info for meetings that other departments have asked to be arranged.
- Ensuring senior executives are fully briefed.
- Coordinate calendar events for visiting members from other locations.
応募資格(必須経験など)
QUALIFICATIONS
Skills required (essential):
- 5+ years secretary experience, experiences as executive secretary is plus
- Strong language skills (fluency in English and Japanese native)
- Expert organizational skills
- Ability to multi-task, as well as to follow up/manage ongoing projects/issues
- Must be able to work in a fast pace environment
- Strong working experience with Microsoft Outlook, Word, Excel and PowerPoint
- Effective interpersonal skills. Enthusiastic, positive team player
- Excellent telephone etiquette
- Articulate/effective communicator (both oral and written)
- Strong in details and client service oriented
- Excellent time management and problem solving skills
- Flexibility around daily work duties – ability to trouble shoot as needed
- General comfort with, and ability to, learn web-based management systems and applications (I.e. expense management, product ordering, scheduling, etc.)
- Tact and good judgment in confidential situations and proven experience interacting with senior management
- Mature personality, be able to stay calm under pressure
- Effectively work with other secretaries and other divisions