Administrative Assistant

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Position Title: Administrative Assistant
Location: Tokyo
Country: Japan
Deadline Date: Not specified

Job Details

Job Posting Organization:
The organization is dedicated to providing administrative support and ensuring smooth operations within its various departments. It focuses on maintaining high standards of confidentiality and professionalism in handling sensitive information. The organization has been established for several years and operates in multiple countries, employing a diverse workforce that is committed to its mission of facilitating effective communication and coordination across its teams.

Job Overview:
The Administrative Assistant position is crucial for managing and monitoring correspondence and documentation, often of a confidential and sensitive nature. The role requires ensuring appropriate routing, timely replies, prioritization, accuracy, and consistency in all communications. The Administrative Assistant will also be responsible for organizing high-level meetings, maintaining the supervisor's calendar, and arranging appointments and duty travels. This position demands a proactive approach to bring complex, sensitive, or priority issues to the supervisor's attention, ensuring that all tasks are completed efficiently and effectively. The role also involves conducting research and preparing briefing materials in consultation with relevant staff members, which is essential for informed decision-making.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include managing correspondence and documentation, ensuring timely and accurate responses, and prioritizing tasks effectively. The individual will arrange appointments and travel for the supervisor, maintain their calendar, and receive visitors. Organizing high-level meetings, finalizing agendas, and ensuring the production and distribution of documentation are key responsibilities. The Administrative Assistant will take notes, prepare minutes, and follow up on required actions. Additionally, the role involves assisting in the coordination of recruitment processes, providing guidance to hiring managers, drafting and posting vacancy notices, and participating in interview panels. The individual will also perform assigned roles in Oracle Finance, Procurement, and HR, focusing on data consistency and accuracy, verifying eligibility for allowances, and monitoring contractual situations.

Required Qualifications:
Candidates must possess strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. Proficiency in office software and communication tools is essential. The role requires excellent written and verbal communication skills, as well as the ability to work collaboratively with various stakeholders. Familiarity with Oracle Finance, Procurement, and HR systems is highly desirable, along with a solid understanding of administrative processes and procedures.

Educational Background:
A bachelor's degree in business administration, management, or a related field is preferred. Relevant certifications in administration or project management may also be beneficial. Candidates should have a strong foundation in administrative practices and procedures, as well as a good understanding of organizational dynamics.

Experience:
The position requires a minimum of 2-3 years of experience in an administrative role, preferably within an international organization or a similar environment. Experience in managing correspondence, organizing meetings, and supporting recruitment processes is highly valued. Candidates should demonstrate a proven track record of effectively managing multiple tasks and priorities in a fast-paced setting.

Languages:
Fluency in Japanese is mandatory, and proficiency in English is highly desirable. Knowledge of additional languages may be considered an asset, particularly if they are relevant to the organization's operations.

Additional Notes:
The position is full-time and may involve occasional overtime depending on the workload. The organization is open to recruiting nationally and internationally, providing a competitive compensation package along with benefits such as health insurance, paid leave, and professional development opportunities.