Executive Personal Assistant & Operations Coordinator

Executive Personal Assistant & Operations Coordinator Job Description We have an exciting opportunity for you to join our team as an Executive Personal Assistant & Operations Coordinator, within our Corporate Division. 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. To qualify for the role: 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 and English are required for client communication. 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 Apply Now