Executive Assistant - Fluency in English & Japanese

Company Description

Job Description

• Ensuring everyday administrative and project related business support to colleagues of the assigned team(s), and working collaboratively with colleagues in and outside the assigned team(s). Undertaking other duties as reasonably required by the Directors
• Taking care of elements of diary management, including meeting and travel management, visitor arrangements and reception/welcoming, checking logistics and ensuring suitable venues or accommodation have been booked as required, etc. Managing monthly expense claims for assigned colleagues on VP or Director level
• Keeping record of various type of documents, building up and maintaining proper filing system(s) and ensuring documents are correctly filed in line with data protection (GDPR) and other policies. Creating and/or maintaining a common database of documents and/or data, such as presentations, brochures, internal and external data provided by colleagues, etc.
• Handling sensitive external customer/client or partner communications by phone, email or in person. Office Management tasks, such as taking care of incoming and outgoing post/mail including arranging couriers / shipments / postal dispatch, ordering stationery and other supplies, and organize local employee events

Qualifications

• Fluent knowledge of business English and Japanese mandatory, other languages will be a plus
• Min. 5 years administrative or project related support ideally in an international matrix organization. Experience of working effectively in teams as a team-player, taking a positive approach to change and challenges, with the drive to ensure that high-quality service is provided and sharing knowledge appropriately
• Experience of planning and organizing own workload, dealing with conflicting priorities and skilled in flexibly switching between tasks, often at short notice. Excellent IT skills with good work
• Using initiative and discretion to action items requiring immediate attention and timely, appropriately referring matters on to others. Good oral and written communication skills, including experience of using a variety of communication methods
• Ability to solve problems, using information from a variety of sources to aid analysis and make timely decisions. High attention to detail and proven ability to be methodical and accurate while applying a pragmatic approach as required

Additional Information

• Responsible challenge with diversified field of activity
• Team-oriented working atmosphere in an international Company
• Personal development opportunities through own Inova Academy
• Opportunity to gain an insight into various technical disciplines
• Excellent employment conditions
• Attractive working place (central, good transport links)
• Modern infrastructure

For HR agencies: Please note that we do not accept applications coming from agencies. Thank you.