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JOB SUMMARY:
Represents an important support role for the President and performs administrative work of a complex nature and general office functions to support the President and Executive Advisor. Attends management meetings, proposes and executes new strategic business ideas.
ESSENTIAL FUNCTIONS as Assistant
1. Manages travel arrangements for President balancing cost with convenience including corporate apartment management
2. Translates documents coming from Japan into English for use in the US, and local documents into Japanese for use in Japan. Also functions as verbal translator for meetings both in Japan and America when required.
3. Assists each department in communicating with Osaka office to help eliminate problems due to the language barrier and cultural differences.
4. Manages master meeting schedule for all customer and corporate visitors. Arranges for room preparation, presentation materials, refreshments and equipment.
5. Establishes and maintains a variety of files and records.
6. Composes and prepares routine correspondence for signature.
7. Coordinates executive office functions with other departments.
8. Create expense reports for President and Executive Advisor
9. Check credit card bill statement and make sure there is no duplication
10. Answers the phone, provides information and receives information concerning matters related to the President and Executive Advisor’s schedule.
11. Independently prepares recurring reports for signature.
12. Maintains a calendar for the President and Executive Advisor and assures that complete information is available for all matters.
13. Revise Travel Policy and change Travel Request Form as needed.
ESSENTIAL FUNCTIONS as Strategist
1. Attend meetings and conferences to furnish information and take notes.
2. Receive and resolve complaints.
3. Create documents/presentation material by PowerPoint for president and research if needed
4. Edit and create summaries for president’s business plans
5. Create graphs and documents using spreadsheet software (Excel).
6. Edit and write announcements or correspondence on behalf of the President and the Executive Advisor
7. Train and manage assistant, if required.
8. Analyze employee’s expense reports and travel expenses
9. Create business flow of expense report and communicating with Finance department to change the process
10. Propose ideas for possible cost reduction
11. Assist in maintaining and updating the global database
12. Assist and participate in business strategic plans when requested
13. Other duties as assigned
JOB QUALIFICATIONS:
· Bachelor’s degree
· Excellent oral and written communication business skills in both Japanese and English
· Minimum of 3 year experience working in an executive office using secretarial skills
· Through knowledge of operating practices
· Skilled in creating and maintaining documentation, spreadsheets, data bases and presentations
· Ability to multi-task, prioritize and work in a fast paced environment
· Detail oriented
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job typically the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, etc. No special demands are required to perform the work.
デュッセルドルフDusseldorf , ドイツGermany
