Are you a highly organized, multilingual professional looking to take your career to the next level? We have an exciting opportunity for an Assistant Secretary to the Chairman and Executive Director! In this dynamic role, you will be at the heart of our executive operations, ensuring seamless coordination and communication within our fast-paced environment.
As the Assistant Secretary, you will play a pivotal role in supporting our Chairman and Executive Director by managing their schedules, coordinating events, and handling business travel arrangements. Your expertise in Japanese and English languages will be crucial as you facilitate clear communication between internal teams and external partners.
You will be responsible for preparing meeting agendas, maintaining confidential records, and conducting essential research in market trends, legal regulations, and more. Your proficiency in Microsoft Office Suite, coupled with your exceptional interpersonal skills, will ensure that you excel in this role.
We value a proactive attitude and a pleasant, open-minded personality. If you are ready to travel for business, work interdependently with minimal supervision, and engage with professionals at all levels, this role offers an unparalleled opportunity to grow and shine in a vibrant and supportive environment.
Join us and be a key contributor to our executive team's success!
Job Responsibilities:
- Proactively assist the Chairman and/or Executive Director and contribute to an effective working environment
- Arrange and coordinate any activity, event, meeting, and other business-related appointments for the Chairman and/or Executive Director and ensure up-to-date schedule
- Handle all matters relating to business travel assignments, including booking flights, hotels, visa applications and scheduling
- Communicate Chairman and/or Executive Director schedule and events to relevant personnel timely and accurately
- Communicate with internal and external parties for the purpose of building rapport and translating messages
- Translation/Interpretation between Japanese and English
- Management of office equipment
- Liaise with company headquarters to engage in information sharing
- Prepare meeting agendas and documents neatly and timely
- Conduct record-keeping (i.e.taking minutes, and other information) and ensure that confidential documents are stored properly in an organised manner
- Conduct research support of Market, Legal, Regulation, Accounting Tax, etc.
- Perform any other ad-hoc duties assigned by the Chairman and/or Executive Secretary
Job Requirements:
- Minimum Bachelors Degree holder
- Prior working experience as a personal assistant or in a secretarial role will be an added advantage
- Proficient in Japanese and English languages
- Proficient in PC skills (i.e. Microsoft Excel, Word and PowerPoint)
- Pleasant personality and open-minded
- Excellent interpersonal and organisational skills
- Able to work interdependently with minimal supervision
- Able to travel for business-related purposes
- Able to interact with all levels, internally and externally, in a professional and responsive manner
