【東京】Executive Assistant (Bilingual in Japanese & English)

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Job details

Company overview

Our client specializes in project management, cost management, and advisory services across the real estate, infrastructure, and natural resources sectors.

The Japan branch, based in Tokyo, plays a crucial role in the country’s dynamic construction and development landscape, offering a comprehensive range of services tailored to local market challenges.
Known for managing complex, large-scale projects, the firm consistently delivers exceptional value across various industries.

By combining deep local knowledge with global best practices, the Japan office helps clients navigate market complexities and achieve strategic objectives. Its commitment to sustainability and innovation is evident in its project delivery approach, integrating advanced technologies and sustainable practices to enhance efficiency and minimize environmental impact.

Focused on excellence and client satisfaction, we are a trusted partner for businesses aiming to optimize their investments in Japan’s competitive and evolving market.

Responsibilities

Main responsibilities:

• Acting as the point of contact for MD when he is out of the office
• Maintaining and managing the MD’s calendars (business & personal), including arranging meetings, conference calls, video conferences, together with all associated logistics and rescheduling of meetings when necessary
• Provides a “gatekeeper” role - determine priority of matters of attention for the MD, redirect matters to staff to handle, or handle matters personally, as appropriate
• Establishing itineraries for visiting senior directors in conjunction with them and/or their assistants
• Arranging all travel and logistics including flights, trains, cars, visa and hotel accommodation using existing travel agents as required and work out detailed trip itinerary
• Attending to incoming telephone calls – screening, taking messages and returning calls where required.
• Preparation of meeting materials (agendas, minutes etc.) for regional board/team meeting, take notes of discussion and prepare the initial draft of minutes
• Draft, review and send communications on behalf of MD
• Collate meeting reports so that MD is well-prepared ahead of meetings
• Following up actions arising from meetings on the MD behalf
• Co-ordinating monthly reporting for the Business Unit
• Prepare monthly expense claim for MD and seek approval
• Formatting information/documents for internal and external communication – memos, email, presentations, reports
• Manage information flow by liaising with internal and external parties on various projects and tasks in a timely and accurate manner
• Interface between the MD and team members for any required approvals, signatures, etc
• Organize and maintain various records and documents for MD
• Keep the MD advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Directors as needed

Requirements

Minimum requirements:

• Highly professional conduct, handling confidential matters with the utmost discretion and having a diplomatic approach to resolving issues are requirements at all times.
• Excellent English & Japanese communication (verbal & written) skills.
• Strong organizational skills that demonstrate the ability to maintain balance among multiple priorities, with excellent attention to detail and quality delivery. 
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including clients, staff, board members, external partners/vendors
• Demonstrated proactive approaches to problem solving using a solution-oriented mind-set
• Highly resourceful team player, with the ability to effectively work independently
• Proven time management skills
• Proficient in full Microsoft suite of applications including Outlook (email and calendar), Word, Excel, PowerPoint and Teams
• 3-5 years experience in supporting executives level
• Relevant Bachelor’s degree or diploma level qualification is an advantage
• Advanced Microsoft Office Suite skills

Preferred qualifications:

• A self-starter with prior experience working in a similar role for an international company highly preferred

Salary

6 - 8 million yen

Location

Tokyo