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General Role Outline
Reporting to the Deputy Chairman and Corporate Vice President of well known company, the incumbent needs to ensure the smooth management and administration of his office, acting as his ambassador as well as a “gatekeeper” as appropriate. The incumbent should be well presented with a good telephone manner and a calm but confidant manner. An understanding of the Global Business Model and the links to Japan would be required along with an ability to quickly determine key individuals from across the regions. Bi-lingual with Japanese and English languages along with strong PA experience is essential. Patience and communication skills are vital for this role.
More specific tasks include:
Tasks
· Complex diary management with constant changes;
· Organise travelarrangements with ability to manage occasional last minute requirements;
· Liaison with the global offices to organise meetings, ensuring that the appropriate FS people are involved, the internal pre-briefings organised, briefing notes prepared, etc.;
· Manage day to day relationships with the Senior Management and their respective PAs, including direct reports;
· Manage the preparation process for various Board meetings – Weekly Team Meetings, Business Briefing Updates (monthly), quarterly Board meetings in Tokyo;
· Reconciling expenses & checking claims submitted by direct reports, and processing the payment of adhoc invoices, making sure payment are made promptly;
· Work with the Global Mobility Team in relation to work Visa’s and International Assignment arrangements
· Monitor holidays/sickness absences of all Direct reports
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