We are seeking a bilingual Executive Assistant / Group Secretary (Haken) to support the CEO Office and Head of Department within a global multinational company in Tokyo. This role offers direct exposure to executive leadership in a fast-paced corporate environment, providing high-level administrative, scheduling, and operational support. You will play a critical role in ensuring smooth executive operations while working closely with senior stakeholders in a structured and internationally integrated organization.
Key Responsibilities
- Manage complex executive scheduling and coordinate internal and external meetings across departments
- Arrange business dinners, corporate hospitality, and executive-level gift coordination
- Handle corporate protocol matters including congratulatory and condolence arrangements
- Support CEO Office administrative operations and cross-functional assistant duties
- Prepare executive presentation materials and assist with PowerPoint and reporting development
- Support approval workflows, business trip applications, and expense settlement processes
- Manage office procurement, asset control, and administrative inventory
- Provide professional front-desk and visitor management support
- Maintain shared digital folders, executive contact lists, and business card databases
- Collaborate with other executive assistants and provide backup support when required
Required Skills and Qualifications
Experience:
- Over 3 years of experience in executive assistant, secretary, or corporate administrative support roles
- Experience supporting senior management in structured corporate or multinational organizations
- Strong proficiency in Microsoft Word, Excel, and PowerPoint
- Proven experience handling professional phone communication and business email correspondence
- Experience preparing executive-level documents and presentations
Soft Skills:
- Excellent communication skills when working with senior stakeholders and cross-functional teams
- Strong organizational skills with the ability to manage multiple priorities under pressure
- High level of discretion and professionalism when handling confidential information
- Proactive, positive, and collaborative mindset
- Strong stress management skills in fast-paced executive environments
Language Requirements:
- Japanese: Native level
- English: Intermediate to Business level (email and corporate communication)
Preferred Skills & Qualifications
- Experience supporting C-level executives or President's Office functions
- Experience working in a global or multinational corporate environment
- Experience managing executive-level confidential documentation
- Prior experience in CEO Office or strategic project teams
About the Company
Our client is a globally recognized multinational corporation with a strong presence in Japan, operating within a highly professional and internationally integrated business environment. The company is known for its structured corporate culture, global collaboration, and commitment to operational excellence.
Why You'll Love Working Here
- Work directly within a CEO Office and gain exposure to executive leadership
- Build a strong career path in executive support and corporate operations
- Join a global company with international business exposure
- Develop bilingual communication skills in a professional environment
- Gain experience supporting strategic initiatives and senior stakeholders
- Structured and stable corporate environment with minimal overtime
- Enhance your profile with high-level executive assistant experience
Don't Miss Out - Apply Now!
