Senior Executive Administrator
We are seeking a proactive, detail-oriented, and highly organized Senior Executive Administrator to provide comprehensive support to our executive leadership team. This position requires exceptional multitasking skills, strategic thinking, and professionalism to handle high-level administrative tasks. Candidates with a legal background are strongly preferred, as you will also assist in reviewing legal documents and coordinating with legal matters. The ideal candidate will thrive in a fast-paced, confidential environment, acting as a reliable partner to the executive team.
Position can be based in Japan, China, Hong Kong or Singapore. Preferred location: Kyoto, Japan
Key Responsibilities
- 1. Executive Support
- Act as the primary point of contact for the executive leader, managing calls, emails, and inquiries on their behalf.
- Oversee complex calendar management, including scheduling meetings, prioritizing tasks, and coordinating urgent matters.
- Draft, edit, and prepare executive-level reports, presentations, and correspondence.
- 2. Meeting and Event Coordination
- Plan and coordinate high-level meetings, including agenda preparation, note-taking, and follow-up on action items.
- Organize and manage logistics for company events, conferences, and executive meetings.
- Assist in planning strategic annual meetings and other key company events.
- 3. Travel and Expense Management
- Arrange domestic and international travel, including flights, hotels, visas, and itineraries, ensuring smooth and efficient trips.
- Handle expense reporting and reimbursement processes accurately and efficiently.
- 4. Legal and Documentation Support
- Assist in reviewing, organizing, and managing contracts, agreements, and other legal documents to ensure accuracy and compliance.
- Collaborate with the legal team to support executive-related legal matters.
- Maintain confidentiality and ensure proper documentation and filing of sensitive legal and corporate materials.
- 5. Administrative Optimization
- Manage and maintain critical company documents, ensuring security and accessibility.
- Optimize administrative processes to enhance overall efficiency.
- Monitor and manage procurement of office supplies and resources, ensuring seamless daily operations.
- 6. Crisis Management and Special Assignments
- Assist executives in handling urgent or unforeseen situations by providing quick and effective solutions.
- Support high-priority projects and ensure timely execution of critical tasks.
Qualifications:
- Education and Experience
- Bachelor’s degree in Law, Business Administration, or related field (a Master’s degree is a plus).
- Minimum of 5 years of experience in an executive assistant or senior administrative role supporting C-suite executives.
- Demonstrated experience in handling confidential information with discretion.
- Skills and Competencies
- Excellent organizational and time management skills, with the ability to prioritize and multitask in a fast-paced environment.
- Strong verbal and written communication skills, with the ability to prepare executive-level documents.
- Proficiency in modern office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools
- Familiarity with legal document review and administrative processes related to legal support.
- High emotional intelligence and interpersonal skills to effectively build relationships across teams and stakeholders.
- Problem-solving and adaptability skills to navigate dynamic situations.
- Preferred Qualifications
- Legal background or experience with legal document review and compliance.
- Experience managing international travel arrangements and cross-cultural communication.
- Familiarity with budget management, expense tracking, and operational planning.
- Proficiency in Mandarin & English.
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