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Executive Assistant

Job Title: Executive Assistant
Contract Type: 正社員
Location: Tokyo
Industry:
Salary: 6 - 7.5 Million Yen Annually
Start Date: ASAP
REF: KB623555
Contact Name: Kevin Byrne
Contact Email: kevin@visionconsulting.jp
Job Published: 10ヶ月 前

Job Description

Administrative Function

> Organise domestic and international travel arrangements for Director.  Including booking of all flights and accommodation, generation of itinerary and general co-ordination of approvals, advance funding etc, as well as post travel claims.

> Support the Director for all approval process

> Preparation / organisation of meetings and minutes for Management meeting

> Coordinate faxing, photocopying, binding, printing and incoming / outgoing mail

> Attend to visitors to department

> Type letters, memorandums and documents such as contracts, job descriptions etc.

> Assist with new staff in conjunction with HR department recruitment processes.

> Maintain department files and completion of appropriate archiving.

> Process all company related forms in accordance with ISO 9001.

> Manage the verification and approval of telephone accounts and car expenses.

 

Executive Support Function

> Coordinate monthly report:

     - Gather draft reports from Managers and consolidate into Department Report.

     - Assist in the completion of the monthly cost accruals and report on cost actuals vs budget

     - Co-ordinate other month end activities

> Develop presentation packs and slides

> Ensure compliance and performance to Amadeus corporate policy in accordance with the ISO 9001 procedures.

> Assist Director and managers to do research and analysis of Operations activities. Compile meaningful output in Excel and other appropriate tools.

> Assist Director in gathering information to support decision making and strategic and business planning.

> Arrange the administrative aspects of team and external events/forums

 

Budgeting & Purchasing Function

> Assist budget preparation for Japan ACO Department. Build follow-up tools and reports

> Monitor monthly running cost of department

> Drive SAP PR/PO process for Japan ACO department and tracking

 

Engagement

> Initiate/Coordinate Japan ACO internal engagement programmes/activities/events

> Initiate/Coordiate Japan ACO internal communication

 

HR

> Lead HR operations including payroll, social insurance, benefit programs, DC, reporting, but not limited to.

> Analyze, review and stremline operational processes

Required Skills

Minimum 5 years of administrative and executive assistant experience, with highly developed written and spoken English skills. Professional and mature attitude with ability to work in a team environment, as well as independently. Courteous and effective telephone techniques.  HR experience or interest of HR field is plus.

General understanding of travel industry or Quality Management System concepts exposure and asset.  Basic understanding of Budget.  Good understanding of Business Administration.