Executive Secretary
Job Summary
The Executive Secretary will be responsible for managing complex schedules, coordinating business travel, and handling various administrative tasks to support daily operations. This role involves managing meeting logistics, processing expenses, and ensuring efficient office support. The ideal candidate will provide high-level professional assistance in a fast-paced environment.
Responsibilities
- Manage schedules and coordinate meetings
- Arrange business trips and travel logistics
- Handle expense reporting and reimbursements
- Support daily office administration and procurement
Required Skills
- 1+ year secretarial experience
- Business level English (TOEIC 735-860)
- Native Japanese proficiency
- Proficiency with IT tools (Google Workspace, Slack)
- Experience with VIP or high-net-worth client services
Job Details
Job Description:
- Coordinate internal and external meetings and manage schedules
- Business trip arrangements (airfare, hotel, appointment coordination)
- Dinner arrangements and gift purchases
- Business card ordering, management, and equipment ordering
- Meeting room setup, reservation of external rental meeting rooms, lunch arrangement during meetings
- Writing thank-you letters and arranging condolences
- Expense Reimbursement
- Follow-up and reminders for approval of internal approvals
- Other daily necessities shopping, etc.
Working Hours:
- Flextime
Job Requirements:
Essential Skills:
- At least 1 year of secretary experience
Welcome Skills:
- Practical experience using IT tools (such as Google Workspace, Slack, etc.)
- Experience working in a fast-paced environment or confidence in flexible responses
- Experience in VIP services or services for high-net-worth clients
- Holders of Secretary Certification
- Experience using English in business settings
Language Requirements:
- English Level: Business Conversation Level (TOEIC 735-860)
- Japanese Level: Native Level
Benefits:
- Social Insurance
- Commuting/Transportation Allowance
- Education/Training
- Rent Subsidy
- Employee Stock Purchase System
- Holidays: Five-Day Workweek
- Paid Holidays
- Child-care Leave
- Congratulatory or Condolence Leave