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Remote
Full Time

Executive Assistant

 

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our CEO. The ideal candidate will be adept at managing complex calendars, coordinating travel arrangements, handling sensitive information with discretion, and communicating effectively with internal and external stakeholders. The Executive Assistant will play a pivotal role in ensuring the CEO's schedule runs smoothly and efficiently, enabling them to focus on strategic priorities and key initiatives.Responsibilities:
 
IMPORTANT: FLUENT NATIVE LEVEL ENGLISH and BUSINESS LEVEL JAPANESE ARE REQUIRED

- Calendar Management:

  • Coordinate and manage the CEO's schedule, including scheduling meetings, appointments, and conference calls.
  • Prioritize and organize incoming meeting requests, ensuring the CEO's time is optimized.
  • Anticipate scheduling conflicts and proactively resolve them.

- Travel Coordination:

  • Arrange domestic and international travel itineraries for the CEO, including flights, accommodations, ground transportation, and other logistics.
  • Prepare detailed travel agendas and provide necessary documents and information for smooth travel experiences.
  • Monitor travel disruptions and make alternative arrangements as needed.

- Communication Management:

  • Serve as the primary point of contact for internal and external communications on behalf of the CEO.
  • Screen and prioritize incoming emails, phone calls, and other correspondence, responding or redirecting as appropriate.
  • Draft, proofread, and edit correspondence, presentations, and other documents as requested.

- Meeting Support:

  • Prepare agendas, presentations, and briefing materials for meetings attended by the CEO.
  • Take minutes, track action items, and follow up on meeting outcomes as needed.
  • Coordinate logistics for on-site and off-site meetings, including venue booking, catering, and audiovisual setup.

- Information Management:

  • Manage confidential and sensitive information with discretion and confidentiality.
  • Maintain organized electronic and physical filing systems, ensuring easy retrieval of documents and records.
  • Conduct research and compile data on various topics as requested by the CEO.

- Relationship Management:

  • Cultivate and maintain positive relationships with internal and external stakeholders, including board members, clients, partners, and vendors.
  • Liaise between the CEO and other team members, departments, and external contacts, facilitating effective communication and collaboration.

- Special Projects:

  • Assist the CEO with ad-hoc projects, initiatives, and tasks as assigned.
  • Contribute to the overall efficiency and effectiveness of the executive office through continuous improvement initiatives.
Qualifications:
  • Proven experience as an executive assistant or similar role, supporting C-level executives.
  • Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
  • Strong verbal and written communication skills, with keen attention to detail.
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
  • Discretion and confidentiality in handling sensitive information.
  • Professional demeanor and interpersonal skills, with the ability to interact confidently with individuals at all levels.
  • Flexibility and adaptability to changing priorities and deadlines.
  • Resourcefulness and problem-solving abilities.
  • Availability to work outside regular business hours and travel occasionally, as needed.