＜Brief description＞ The position of Executive Assistant to CEO, handles variety tasks and prioritizes correspondence, allowing C-level executives to focus on decision-making and higher-level responsibilities. The person of this position should be well-organized, have great time management skills and be able to act without guidance. High responsibility, confidentiality, efficiency and contribution will be required, not only for CEO, also for other executive members and office staff to support business.
＜Tasks＞ ●Executive Assistant duties ・ Scheduling - Managing calendars by checking among executives, clients and other external partners, internally and globally, among different countries. ・ Meeting and call Set up among executives. Request will occur among different time zone and countries in short notice. ・Travel arrangements Preparing travel coordination to make it smooth CEO’s business trip. This includes taxi, flight, hotel, booking including oversea where CEO visits also VISA application and following travel guideline is also required. ・ Expense Reports preparing CEO’s monthly expense report for his corporate credit card & cash expenses. ・ Legal Document Preparing CEO’s signature. You will also have access to make e-signature and sometimes it will be required urgently. You will also prepare original wet-ink signature and notarial certify at Notary Public and apostille at Embassy will be also required depends on document. Legalization request in oversea country, government or embassy might also happen. ・Telephone answers telephone for CEO or office, gathers information, deals with situation or refers messages as appropriate. ・ Filing - Organize and maintain the office & CEO’s filing system.
●Event Management duties ・ Investor’s visit to Japan make necessary coordination for our investor warehouse site tour. Number of attendees is up to around15people in total. Make booking necessary transportation (Vin, Bus, Heli, Shinkansen, Flight ticket), hotel and suitable lunch or dinner venue preparation by considering various oversea client’s diet restriction. ・ Corporate event Ground Breaking Ceremony(地鎮祭)、ESR customer party for our tenant candidate company. Attendance is required with CEO, sometimes Japanese translation will be required to communicates our local government or client. Japanese translation and brush up his final speech draft of CEO’s speech also required for both events.
●Office administration duties ・ Familiarity with office gadgets and applications - e.g. e-calendars, copy machines,call & video call set up, global online video conference ・ Reception - Welcome visitors for CEO and office. ・ Corporate car management Corporate driver’s schedule and car maintenance. ・ Perform a variety of ad hock administrative tasks.