Executive Assistant - CEO Exclusive job

Key Responsibilities

1. Executive Support

• Manage CEO’s calendar, travel arrangements (domestic & international), and meeting coordination.

• Prepare agendas, briefing notes, presentation materials, and follow-up documentation.

• Screen and prioritize incoming communication (email, calls, correspondence).

• Handle confidential information with absolute discretion.

2. Stakeholder & Communication Management

• Act as a liaison between the CEO and internal/external stakeholders (Japan leadership team, global HQ, clients).

• Draft professional correspondence in Japanese and English.

• Support executive-level client meetings and board discussions when required.

3. Business & Operational Coordination

• Track key action items and strategic initiatives.

• Support reporting, dashboard consolidation, and executive summaries.

• Coordinate leadership meetings, town halls, and business reviews.

4. Administrative & Governance Support

• Expense management and approval coordination.

• Contract/document management support.

• Assist in organizing executive visits and high-level delegations.

Required Qualifications

• 5–10 years of experience as Executive Assistant / Personal Assistant to senior leadership (CEO, Country Head, or equivalent).

• Experience in multinational or IT/consulting environments preferred.

• Business-level fluency in Japanese and English (spoken and written).

• Strong proficiency in Microsoft Office (PowerPoint, Excel, Outlook).

• Exceptional organizational and multitasking skills.

• High level of confidentiality, maturity, and professionalism.

Preferred Profile

• Experience supporting a foreign executive in Japan.

• Exposure to cross-border corporate environments.

• Strong interpersonal presence and stakeholder management capability.

• Ability to anticipate executive needs and act independently.