Executive Personal Assistant & Operations Coordinator

Executive & Administrative Support

• Manage the Director's calendar, meetings, reservations, and appointments effectively to ensure priorities are met.

• Coordinate logistics for internal and external meetings, including venue booking, technology set-up, agenda preparation, and minute-taking.

• Prepare briefing notes, presentations, research materials, and reports.

• Handle email and correspondence professionally on behalf of the Director.

• Organize travel arrangements such as flights, accommodation, itineraries, and contingency planning.

• Maintain organized filing systems (physical and electronic) for ease of retrieval, ensuring accuracy and absolute confidentiality.

• Track projects, deadlines, and follow-ups, ensuring action items are completed promptly.

• Collaborate with cross-functional departments to coordinate office operations, team events, and board meetings.

Personal Support

• Provide ad-hoc support for professional or personal matters as needed.

• Assist with special projects or initiatives delegated by the director.

• Assist the Director in monitoring corporate-related protocols and action plans across each team.

• Assist the Director in addressing and resolving HR-related issues as they arise.

• Handle confidential and sensitive information with integrity

• Anticipate the director's needs to ensure smooth day-to-day operations.

Stakeholder Management & Operational Coordination

• Monitor and report on the implementation of new SOPs across various departments (e.g., Accounting, Tax, Corporate Secretarial teams) to ensure continuous operational improvements.

• Track managers assigned tasks, goals, and KPIs, providing regular updates and visibility to the Director.

• Proactively follow up and send tactful reminders to team managers to encourage execution and ensure timely achievement when delays occur.

• Act as a professional primary point of contact for internal and external stakeholders, coordinating tasks across teams and vendors to maintain effective communication.

• Act as a professional point of contact for internal and external stakeholders and liaise with internal teams and external stakeholders to maintain effective communication.

Requirements:

• Minimum 5 years of experience in a Personal Assistant role supporting senior management or C-suite executives.

• Excellent written and verbal communication skills in Japanese & English/additional languages are a plus. Proficient in Microsoft Office Suite ( Teams, Word, Excel, PowerPoint, Outlook) and productivity tools.

• High degree of discretion, professionalism, and integrity.

• Flexibility to manage urgent tasks beyond office hours when necessary

• Highly adaptable and versatile in a fast-paced and high-growth environment

• Strong organizational, time management, and multitasking skills

• Strong sense of ownership, accountability and responsibility

• Proactive, resourceful with a solutions-oriented mindset

• Proficient in calendar, meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms and expense systems