Executive Assistant

【求人No NJB2356737】
POSITION SUMMARY:
Provide comprehensive administrative secretarial and organizational support to Partners
Associate Partners and Senior Managers including written and verbal correspondence
meeting and diary management coordination and arrangement of travel schedules regular
expense reporting and other related duties as required. Working with other Executive and
Manager Assistants in a “partnering” （team） environment to provide the best possible support
and coverage for executive staff is also expected.
RESPONSIBILITIES DUTIES:
・ Build and maintain good relationships with clients and colleagues of all levels both
internally and externally
o Provide high quality service to clients or potential clients through effective zero
defect and customer friendly interaction
o Handle confidential and highly sensitive information on a regular basis in accordance
with our professional standards
o Prioritize and edit all incoming/outgoing communication and act as the interface
between members and the clients/potential clients
・ Understand the communication needs of clients and alert where further action is
required （urgency content etc.）
・ Act as a representative of Partners Associate Partners and Senior Managers
based on a thorough understanding of the context and significance of both the
overall and specific client relationships
・ Direct clients （or internal staff） to the most appropriate contacts at the appropriate
time with strong sensitivity to confidentiality and the complexity of each situation
・ Effectively handle all kinds of communication channels （phone calls e mail fax
document）
o Maintain and review Partners’ contact lists in the Cortex database; ensure that
contacts are properly resolved and classified. Coordinate Partners’ electronic and
print mailings as well as event related activities
・ Provide comprehensive administrative secretarial and organizational support to Partners
Associate Partners Senior Managers and their office guests enabling them to perform their
professional activities most effectively
o Successfully manage the complex and ever evolving diary
・ Coordinate calendars and schedule meetings; resolve scheduling conflicts as
they arise and prioritize issues to meet the time management needs of Partners
Associate Partners and Senior Managers
・ Proactively anticipate schedule changes and make adjustments as needed
・ Provide regular updates to Partners Associate Partners and Senior Managers
on diary appointments and remind them of key schedules and action items as
appropriate
・ Schedule meetings or other engagements ensuring that Partners’ Associate
Partners’ and Senior Managers’ time is leveraged most effectively
o Coordinate travel itineraries
・ Coordinate all travel arrangements including air hotel ground transportation
and meal reservations based on each Partner’s Associate Partner’s and Senior
Manager’s business needs and personal preferences
・ Administer the timely procurement of visas and other travel documentation as
required
・ Arrange the most effective combination of transportation and accommodation
throughout the business trip
・ Perform other related duties as requested or as responsibilities dictate including regular
expense report preparation maintaining up to date paper and electronic files and assisting
case team members at the request of Partners Associate Partners or Senior Managers.
・ Support Partners Associate Partners and Senior Managers with all documentation
preparation
・ Partner with other Executive and Manager Assistants to provide general team support
particularly during periods of personal leave
・ Support marketing recruiting and other departmental activities as required

QUALIFICATIONS:
・ Bachelor’s degree or an equivalent combination of education training and experience
・ A minimum of five to seven years of experience providing direct administrative support to
executive level professionals
・ Comprehensive knowledge of computer software applications such as Microsoft Word
Excel PowerPoint and Microsoft Exchange
・ Outstanding communication skills both verbal and written in English and Japanese
・ Strong organizational and prioritization skills
・ Detail oriented
・ Strong sense of confidentiality
・ Excellent interpersonal skills with the ability to understand individual preferences priorities
and work styles
・ Flexible attitude and a strong team oriented mindset with a friendly and polite approach and
a “can do” mentality
・ Strong customer service mindset
・ Able to work independently and be proactive
・ Enthusiastic dedicated and committed to meeting deadlines
・ An interest in the substance and commercial impact of work
・ Professional appearance and demeanor