Executive Assistant - Japanese speaking

A leading global services firm with a corporate European HQ in the City is looking for an Executive Assistant to support a global C - suite- Ideally Japanese speaking 

Executive on a 1:1 basis.  There will also be ad-hoc support to a couple of other senior Execs. This is a 6 month fixed term contract. Starting end of March/First week of April.

Ideal candidate must have supported at Board level with a global remit, have the ability to attend meetings and take minutes on a regular basis.

Official hours are  9am – 5pm and do promote agile working, but due to time zones and level of operation, they require someone with flexibility.

Key Executive Assistant duties:

• Providing dedicated 1-2-1 Support to the Group Executive ; including complex diary and travel management
• Full delegated responsibility for active management of the diary and inbox  

• Actively co-ordinate and manage the diary on a minute by minute basis. 

• Plan, arrange and book extensive and complex travel schedules in advance of meetings
• Prepare high level correspondence, background research and reports including: summarising strategic documents to inform planning and preparation for key internal and external debates, preparing briefing papers, minutes and presentations, collation and distribution of hard/soft copy papers/reports as required.
• Supports the Group Executive at internal and external corporate events as appropriate
• Create meetings agenda’s, taking minutes at key meetings, producing accurate and succinct action notes
• Ensures the Group Executive is kept informed of pending/outstanding issues on a daily basis.
• Responsible for handling and dealing with highly confidential and sensitive information.
• Answer all incoming calls in a professional manner and pass messages via email
• Ensure all client and key contact enquiries are handled efficiently and effectively, seeking answers and resolving matters personally where appropriate.
• Reconciling cash and credit card expenses.
• Provide general administrative support including preparing letters, collating and processing expenses, filing documents efficiently and accurately, shredding confidential information etc
• Ensure appropriate business systems such as SAP to process expenses, raise PO’s and manage holidays/ absences.
• Liaise with internal stakeholders when required and ensure queries are dealt with quickly and efficiently
• Provide support to the Executive Leadership team when required.

Essential skills and requirements:

• Significant proven track record of working as a successful and proactive PA or Executive Assistant to an Executive / Group Director within a professional services organisation
• At least 5 years working as an Executive Assistant at board level within a global organisation
• Experience of board or executive management meetings.
• Highly developed written communications skills with experience of report drafting; able to present complex information to different audiences.
• Excellent interpersonal and verbal communication skills, with ability to build relationships with stakeholders at all levels including employee, internal and external parties.
• Minute-taking skills, ideally shorthand skills.
• Approachable, diplomatic and highly resourceful team player with the ability to establish and maintain effective working relationships with individuals at all levels.

Desirable

• Knowledge of Japanese or Italian Language or exposure to Japanese or Italian business culture
• Previous experience with working with Remuneration or Project Committees and Board members