Covance

Executive Admin for Japan GM

Job Location(s) JP-Tokyo
Job Number
2021-74669
Job Category
Administration/Clerical
Position Type
Full-Time
Telecommute
No

Job Overview

- Fully manage Japan General Manager (GM) calendar, schedule appointments and coordinate arrangements effectively to keep Japan GM on schedule and to ensure no meeting/ appointment conflicts arise in the daily calendar.
- Work effectively with other Admin Assistants (Japan local and global) to coordinate tasks/calendars as necessary.
- Effectively project manage Japan business key events logistics in collaboration with Japan GM and appropriate stakeholders (i.e. creation of timelines, arrangement of accommodations, dinner location, etc.)
- Support HR Business Partner (BP) calendar as necessary and when available.
- Manage booking meeting rooms for Japan GM and HR BP.
- Support coordination and logistics of Japan Town Halls in close collaboration with Japan GM and other key stakeholders.
- Manage Japan GM’s travel, including air & train ticket/hotel/taxi booking.  Support HR BP travel as necessary and when available.
- Prepare expense reports and submit as requested by Japan GM.
- Draft all Japan staff Communication material in both, English and Japanese in close collaboration with Japan GM and appropriate stakeholders.
- Prepare necessary draft PowerPoint slides in close collaboration with Japan GM.
- Maintain site Share-Point, and Share Folders by working with key stakeholders and relevant technical experts.  Work on content with Japan GM, HR BP, and other key stakeholders.
- Assist employee with visa application invitation letter for the oversea visitors to the Japan office in collaboration with appropriate Admin Assistants.
- Coordinate and support internal and external client meetings, interviews including the arrangement of meeting materials, catering and travel arrangements, primarily for visitors for Japan GM.
- Take meeting minutes for Leadership Team meetings (and other meetings) as required.
- Provide assistance/guidance to other Admin Assistants in teamwork fashion.
- Manage (either by self or with other Admin Assistants) the site Social Committee, and initiate site activities, i.e. Monthly birthday, festival celebration, etc.
- Respond to any other administrative requests by Japan GM. 

Education/Qualifications

- Bachelor degree, preferred.
- Written and verbal communication skills.  Native speaker in Japanese and fluent English. 
- Computer proficiency in Microsoft applications such as MS Word, Excel, PowerPoint, etc. 
- Ability to manage and maintain confidentiality.
- Ability to travel on occasion (when necessary for logistics coordination, etc.).
- Ability to work flexible hours (since some interactions may require working in different time zones)

Experience

- 5 years or more admin assistance to senior executives (e.g. company President, Executive Officers, General Managers) experience preferred.
- Proficient in written and verbal communication skills in Japanese and English.
- Computer proficiency in Microsoft applications such as MS Word, Excel, PowerPoint, etc.

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