Job Description

Our client, a global conglomerate is seeking:

Corporate Planning Administrative Assistant - MUST BE BILINGUAL IN JAPANESE

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:

1. 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:

• 1-2 years of experience as assistant and/or support staff or corporate customer service (not retail)
• Baccalaureate degree or equivalent

• Hybrid work style: Minimum 2 days in the office and 3 days remote work

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