Secretary to Director (Japanese Speaking)

Job ID:1132898]

Responsibilities:

• Prepare, edit, and manage business correspondence, reports, and presentations in both English and Japanese.
• Maintain and organize business records, documents, and filing systems.
• Handle scheduling, meeting coordination, and internal communication on behalf of the Director.

• Act as a bridge between the local office and the parent company in Japan to ensure effective and accurate information flow.
• Translate and interpret business documents and meeting discussions as required.
• Draft and review internal memos, reports, and emails in both languages.

• Arrange and prepare agendas, materials, and minutes for internal and external meetings.
• Support the Director in following up on action items and deliverables.

• Assist in the preparation of monthly and quarterly reports for submission to Japan headquarters.
• Maintain confidentiality of sensitive business information.

• Liaise with other departments (finance, HR, operations, etc.) to coordinate projects and gather information for the Director.
• Support logistics and communication related to business trips, conferences, or corporate events (work-related only).

• Serve as the primary contact for expatriate employees, providing administrative and logistical assistance during relocation, onboarding, and local adaptation.
• Coordinate with HR and external vendors for visa applications, renewals, housing arrangements, and other expatriate-related matters.
• Assist expatriates with understanding local office policies, procedures, and cultural practices.
• Support the Director in managing expatriate assignments, including documentation, reporting, and communication with the Japan headquarters.
• Handle inquiries and requests from expatriate employees with professionalism and confidentiality.
• Any other ad hoc duties assigned.

Requirements:

• Minimum of 2-3 years' experience in an administrative or secretarial role
• Proficiency in Japanese (JLPT N1) to communicate with Japanese-speaking stakeholders
• Excellent organizational, coordination, and communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, attention to detail, and discretion.

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