Position objectives and position summary

• General secretarial and administrative work for  the Branch Head and the whole team

• Take care of all internal documentations to be established for communication purposes on behalf of the Branch Head

• Organise and manage visitors, meetings and conferences from a logistics point of view

• Coordinate with local Logistic teams and Office Administration

Main tasks/activities

• Proactively maintain and manage agenda & schedule of Branch Head

• Screen, prioritise and coordinate incoming email, faxes, postal mail

• Assist the management team with PowerPoint presentations and Word documents

• Handle travel orders and settle expenses & claims for the Branch Head. Upon request by the Branch Head also for other management team members

• Organise and manage events, conferences and meetings from a logistic point of view

• Prepare required documents, such as meeting minutes, discussions notes and presentations where the Branch Head is involved

• Manage requests for greeting cards, labels, Christmas cards, corporate gifts for clients and events

• Manage office supplies such as stationeries, pantry supplies equipments and services including price negotiation and analysis, including periodicals and newspapers,

• Maintain and ensure that specified client, vendor and contact lists are always updated (contact master file for marketing activities, e.g. X-mas cards, events, newsletter)

• Scan/store and handle business documents upon request by TO and team and according to guidelines

• Contribute to other tasks and accept special assignments as requested by Branch Head

Representation activities and interaction with other parties

• Build up good contacts/relationships to all key contacts of Branch Head and company

• Liaise in particular with Logistics and IT

Experience and professional skills

• Proven practical experience in similar functions in global companies in Japan for 3 to 5 years

• Experience in working with MS Office applications, in particular PowerPoint and Word

• Native Japanese speaker

• Very good level of spoken and written English (e.g. TOEIC)

 

Personality profile

• Ability to self organise work in independent way, good structuring skills

• Team player with friendly personality, integrity and loyalty

• Focused and persistent in implementation

• Proactive communicator in building up and managing relationships to all stakeholders