Executive Secretary
Job Summary
This position involves providing comprehensive executive secretarial support to a foreign CEO at a leading Japanese food manufacturer. The role focuses on schedule management, internal and external stakeholder coordination, and business trip arrangements. Candidates will work in a team-based environment that supports high-level management decision-making.
Responsibilities
- Manage executive schedules and meeting coordination
- Arrange domestic and international business trips
- Act as a liaison between executives and internal/external stakeholders
- Provide administrative support for expenses and applications
Required Skills
- 3+ years secretarial experience
- Fluent English (Business conversation)
- Native Japanese proficiency
- Proficiency in MS Office (Excel/Word/PPT)
Job Details
■ Position Overview:
As an executive secretary to the Chairman of the Board of Directors, working alongside the assigned manager, this position supports the smooth operation of the business through schedule management and operational support. Beyond mere support, you will contribute to improving the quality of management by coordinating and making decisions based on the prioritization of requests and alignment with the overall organization.
■ Job Description:
As an executive secretary, you will be responsible for all support tasks that support management decision-making, primarily focusing on schedule management.
① Schedule Management and Coordination
- Coordination and management of internal and external meetings, business negotiations, interviews, etc.
- Prioritizing schedule adjustments and coordinating with stakeholders
- Clarifying meeting objectives and promptly sharing any changes
② Business Trips and Visitor Reception (English required)
- Arranging domestic and international business trips (transportation, accommodation, and scheduling)
- Responding to emails and scheduling with overseas stakeholders
- Handling foreign executives and visitors
③ Internal and External Coordination and General Affairs
- Acting as a liaison between executives and various departments, and coordinating requests
- Supporting expense processing and various applications
* Approximately 1-2 business trips to Niigata per month (1 night, 2 days)
■ Work Style:
- Rather than simply executing instructions, decisions are made based on objectives, priorities, and alignment with the overall organization.
- A style of working closely with managers to find the optimal solution as a team.
- Work is driven forward by involving stakeholders rather than being swept up in the workload alone.
■ Working Hours:
08:50 - 17:30
■ Required Qualifications:
* Practical experience in secretarial work (approx. 3 years or more)
* Practical experience using English (ability to handle business matters via email and conversation)
* Basic PC skills (Excel/Word/PowerPoint)
* Ability to travel to Niigata 1-2 times per month
* English will be used daily as you will be supporting foreign executives and coordinating with overseas parties.
■ Preferred Qualifications:
* Secretarial certification
* Experience working at a manufacturing company
* No aversion to driving
■ English Level:
Business Conversation Level (TOEIC 735-860)
■ Japanese Level:
Native Level