Bilingual Executive Secretary/Administrator
2 weeks ago
SUMMARY:
Executive Secretary / Administrator will manage general office duties to ensure company processes run smoothly, assist with the President’s duties and correspond with clients, business partners and vendors. This position supports the day to day needs of President/Excecutives.
The essential responsibilities of the position are listed below in the following key areas:
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Complete a broad variety of administrative tasks that facilitate the President’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists
- Work closely with the President / Executives to manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
- Provide accounting and expense support working closely with outsourcing company
- Process payroll
- Coordinate arrangements such as meetings and business travels as assigned
- Compile, proofread and revise drafts of documents and reports
- Prepare and create reports, presentations and correspondence accurately and swiftly
- Answer and screen telephone calls, and respond to emails, messages and other correspondence
- Manage and maintain clients’ and vendors’ records, documents, and agreements on the company shared files
- Translate reports/documents into Japanese or vise versa
- Professionally greet and receive guests and clients
- Perform any other task or assignment as deemed necessary by the organization
QUALIFICATIONS:
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION:
- BSc/BA in business administration or relevant field will be a plus
EXPERIENCE and SKILLS:
- Self-starter with planning skills, organizational skills, notetaking ability, and attention to detail equired
- Ability to type with enough speed and accuracy to take meeting notes required
- Ability to be a strong team player required
- Ability to multi-task, meet deadlines and client schedules, and manage work load, required
- Excellent communication skills, both spoken and written required
- Solid research abilities, including critical thinking and analysis required
- Strong computer proficiency such as Microsoft Office (Word / Excel / PowerPoint)
- Ability to read, write and speak fluent in Japanese and English
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