If you are an exceptionally organized and discreet professional who takes pride in providing seamless support to senior-level executives, we have an exciting opportunity for you to join our dynamic team as the Personal Assistant to the Founder.
In this pivotal role, you will be the trusted right-hand to our visionary leader, managing their complex schedule, travel, finances, and a wide range of personal and business-critical tasks. This is a chance to utilize your superb administrative abilities while working closely with an innovative, sustainability-focused company at the forefront of its industry. If you thrive in a fast-paced environment and have a keen eye for detail, we encourage you to apply.
Responsibilities
· Manage the founder's calendar and assist in organizing personal appointments.
· Book the founder's personal travel arrangements and update their calendar accordingly.
· Act as the point of contact for the founder's personal matters, including medical claims, insurance, and utility renewals/payments.
· Review, document, and process the founder's personal and business financial payments, including expenses, online purchases, and tax.
· Assist the founder with day-to-day matters and update their timesheet for each project.
· Order and manage the office stationery, staff amenities, and kitchen supplies.
· Organize company events, conferences, and team-building activities.
· Serve as the point of contact for building management, IT-related issues, and office equipment management.
· Support the HR function with onboarding and offboarding staff, managing timesheets, and setting up access.
· Provide general administrative support to the business partners and directors as required.
Requirements
Fluency in Japanese and excellent command of English, both written and verbal.
At least 5 years of experience as a personal assistant or executive assistant to a senior-level executive.
Exceptional calendar management and scheduling skills, with the ability to coordinate complex personal and business appointments.
Proficient in booking and managing domestic and international travel arrangements, including flights, accommodations, and ground transportation.
Excellent financial management skills, including the ability to review, document, and process personal and business expenses, payments, and invoices.
Strong organizational and administrative skills, with the ability to prioritize tasks, meet deadlines, and maintain a high level of attention to detail.
Excellent communication and interpersonal skills, with the ability to interact effectively with a wide range of stakeholders, both internally and externally.
Proactive problem-solving skills and the ability to anticipate the founder's needs and provide solutions in a timely manner.
Demonstrated discretion and confidentiality when handling sensitive personal and business information.
Proficient in the use of Microsoft Office suite, project management tools, and other relevant software applications.
For further details, please contact Maria Miles-Vinall or send across your details to mmv@charlottefrank.com
Job Code: MMV/45346
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