Executive Assistant to CEO & Management Team

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant 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.