Job Description

Responsibilities 

• Provide high-level administrative support to the CEO, including managing schedules, appointments, and meetings.
• Act as a gatekeeper by prioritizing CEO’s time and delegating tasks to ensure efficiency.
• Manage all forms of communication for the CEO, including drafting, reviewing, and translating documents and correspondence in both Japanese and Mandarin.
• Act as the primary liaison between the CEO and internal/external stakeholders, ensuring smooth communication flow.
• Organize, schedule, and prepare materials for executive meetings, including preparing agendas, reports, and presentations.
• Take minutes during high-level meetings and ensure action items are tracked and completed.
• Plan and coordinate all travel arrangements for the CEO (domestic and international), ensuring all itineraries are efficient and well-organized.
• Maintain an organized filing system for confidential company records, contracts, and legal documents.
• Ensure compliance with company policies and procedures when handling sensitive information.
• Handle day-to-day operational challenges independently, troubleshooting issues before they reach the CEO.
• Proactively address administrative or operational bottlenecks, providing solutions for greater efficiency.
• Build and maintain positive relationships with clients, partners, and stakeholders on behalf of the CEO.
• Represent the CEO at corporate events or meetings when necessary.
• Oversee office operations to ensure the CEO’s workspace is running smoothly, including coordinating with IT, HR, and other departments for support.

Job Requirements:

• • Fluent in Japanese and Mandarin, both spoken and written, with excellent communication skills in both languages.
  • Ability to translate complex documents and communications between Japanese and Mandarin.
  • Minimum 10 years of experience in a company management or executive support role, preferably supporting C-level executives.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant office management tools.
  • Excellent organizational and multitasking abilities to manage complex schedules and competing priorities effectively.
  • High attention to detail and ability to manage confidential information with discretion.
  • Outgoing personality with excellent interpersonal and networking skills to build strong relationships with internal and external stakeholders.
  • Deep understanding of Japanese business etiquette, corporate culture, and protocol to effectively support the CEO in a local context.
  • Strong time management skills with the ability to work under pressure and meet deadlines in a fast-paced environment.