Executive Assistant to the President

Job brief
We are looking for an Executive Assistant to the President, whose primary role will be
Executive level administrative support. The new President is a native English speaker and
has lived in Japan for 15 years, however Japanese language support for E>J and J>E will
be an essential part of the role. This would include language support for non English
speaking Japanese staff in meetings with the President and support to the President in
external engagements.
In addition, the Executive Assistant is expected perform a variety of administrative tasks
for the President and some support for the Presidents direct reports (The Japan
Leadership Team). The Executive Assistant’s other responsibilities include managing
email, calendars, travel arrangements, expense reports, meeting documentation,
communications etc.
To be successful in this role, you should be well-organized, proactive, self motivated with
strong language skills and have good self confidence in internal and external interpretive
situations. Good time management skills and an ability to act without guidance are also
important. As you will be involved in Presidential matters, so trust and a strong sense of
integrity is vital.
Ultimately, you will contribute to the efficiency of our business by providing personalized
and timely support to the President and executive members.

Responsibilities

 Act as the point of contact for the President, with executives, employees, customers
and other external partners
 Translation and Interpretation support to help communication between executive
and others as needed basis.
 Manage information flow in a timely and accurate manner
 Manage executives’ mail, calendars and set up meetings
 Make travel and accommodation arrangements for President and visiting
international guest. Language support for global visitors.
 Expense management and prepare weekly, monthly or quarterly reports
 Format information for internal and external communication – memos, emails,
presentations, reports
 Take minutes during meetings
 Screen and direct phone calls and distribute correspondence
 Organize and coordinate internal all-staff meetings/events including regular new
letter communications and other engagement activities on behalf of the Japan
Leadership Team.

Requirements:
 Work experience as an Executive Assistant, Personal Assistant, or similar role in
foreign based company for 3 years or more.
 Excellent interpretation & translation skills E>J, J>E
 Confidence in language ability in 1:1 support and also large team meetings/all staff
meetings
 Excellent MS Office knowledge
 Outstanding organizational and time management skills
 Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
 Excellent verbal and written communications skills in Japanese and English.
 Discretion and confidentiality
 Self confident, Self Motivated, Strong sense of humility, team player
 Associate degree
Additional skills that could strengthen your application (but not essential)
 PA diploma or certification
 Healthcare/Medical Device experience
 Familiarity with digital marketing/communications
Language
 Using English in business for 3 years or more
 Japanese