Purpose & Overall Relevance for the Organization:
- Provide a high level of administrative support to Japan HR Vice President and Japan Finance Vice President and his/her team to ensure efficient management and running of the function on a day to day level
Key Responsibilities:
- Manage internal and external meeting schedule
- Arrange online and onsite meetings including correspondence with global visitors with interpreters when necessaryCoordinate business trips for Japan HR Vice President and Japan Finance Vice President and his/her team including flight, hotel, visa, car and airport pick-up arrangements
- Manage and proceed invoice and payment procedures
- Organize entrance formalities to our office for visitors (arranging registration, welcoming visitors and business partners, taking to the meeting venue, creating guest Wi-Fi accounts, )
- Support Japan HR Vice President and Japan Finance Vice President and his/her team in regards to Reimbursement through Concur, Timecard system, Invoice Payment (ARIBA, APWF) flow.
- Support Japan HR Vice President and Japan Finance Vice President for documents and announce translation Japanese to English or reversed
- Take charge of routine correspondence to ensure timely and accurate response
- Create a variety of material, including presentation, announcements, correspondence, memos, minutes, reports and confidential material
- Maintain and update department files and records
- Assist in projects and assignments as requested/directed including collection/coordination of HR organizational data for developing quarterly People Dashboard
- Draft employee communications on behalf of Japan HR Vice President
Knowledge, Skills and Experience:
- Minimum 5year experiences of assistant
- Experience and understanding of compiling and managing highly confidential information
- Ability to work effectively within a team environment
- Logical communication
- Strong organizational skills
- Strong sense of responsibility to ensure target achievement
- Advanced knowledge of Microsoft Office (particularly Excel, PowerPoint, Word, and Outlook)
Requisite Education and Experience / Minimum Qualifications:
- University degree or equivalent experience
- English: Fluent
- Japanese: Fluent
Key Relationships:
- Other assistants
- Senior Leadership Teams
- Workplace / Finance / HR / IT
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