Secretary & General Affairs Officer (Japanese Speaker)

Manage and maintain the President Director’s calendar, appointments, and meeting schedules.

Coordinate business meetings, conferences, and appointments with internal and external stakeholders.

Prepare, review, and organize reports, presentations, and other business documents for the President Director.

Coordinate and manage travel arrangements, including itinerary planning, hotel accommodations, flight bookings, and ground transportation, as well as related documentation such as business trip reports and expense reimbursement submissions.

Coordinate with the executive driver to ensure smooth and efficient executive transportation and mobility.

Coordinate and manage purchases, orders, and reservations on behalf of executives, including arranging food and beverage orders, restaurant bookings, and golf course reservations.

Schedule and coordinate management and board meetings.

Prepare and organize meeting agendas, presentation materials, and supporting documentation, including printing, copying, and distribution of meeting materials.

Handle sensitive and confidential information with the highest level of discretion.

Coordinate arrangements for visitors, VIP guests, and business partners.

Create and submit employee entertainment usage reports in a timely and accurate manner.

Assist in planning, coordinating, and executing company events, including company outings, Independence Day celebrations, and employee engagement programs.

Liaise with HCGA Department to manage office supplies inventory and coordinate replenishment when necessary.

Bachelor's Degree in Business Administration, Management, Secretarial Studies, Communications, or a related field.

Minimum 3-5 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, or similar role supporting senior executives.

Experience supporting C-level executives or board members is preferred.

Excellent verbal and written communication skills in English and Japanese.

Strong organizational and time-management skills.

Excellent interpersonal and stakeholder management abilities.

Ability to multitask and prioritize tasks.

High level of integrity, professionalism, and confidentiality.

Strong attention to detail and accuracy.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.

Proactive and resourceful.

Flexible and adaptable to changing priorities.