Executive Assistant

Executive Support & Schedule Management

Manage executive calendars and coordinate meetings with internal and external stakeholders.

Arrange domestic and international business travel, including itineraries and logistics.

Handle scheduling conflicts and prioritize appointments effectively.

Meeting Coordination

Organize meeting logistics, including room reservations and virtual meeting setup.

Prepare, collect, and distribute meeting materials.

Assist with agenda preparation and record meeting minutes.

Track and follow up on action items.

Communication & Stakeholder Management

Serve as a primary point of contact for internal and external communications.

Manage email correspondence, phone inquiries, and visitor interactions.

Coordinate effectively with departments, managers, and external partners.

Draft responses and summarize key information as required.

Documentation & Administrative Support

Prepare, edit, proofread, and maintain business documents and presentations.

Manage contracts, application forms, and other administrative records.

Support expense reimbursement, payment processing, and general office administration.

Additional Opportunities

Depending on experience and interests, opportunities may be available to support sales operations, data management, and project-related activities

Experience as an Executive Assistant, Secretary, or Administrative Assistant supporting managers or executives.

Experience coordinating across multiple departments and stakeholders.

Skills

Strong organizational and time-management skills with the ability to handle multiple priorities.

Excellent communication and interpersonal skills.

Ability to assess priorities and respond effectively to changing circumstances.

Strong problem-solving abilities and attention to detail.

High level of discretion when handling confidential information.

Language Requirements

Japanese: Native or Fluent

English: Business-level written communication (email correspondence, meeting coordination, documentation)

Technical Skills

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Copilot