Executive Assistant

Advertised on : 14 Jun 2019 | Closing date : 12 Sep 2019

  Job Reference : 10663

Job Title:         Executive Assistant

Reports to:    Director General

Contract:         Fixed term until September 2019 then will be   extended to 2024

Location:         London

Hours:              Full time, with occasional out-of-hours requirement

Salary:             Depending on experience




        Execution of administrative duties in an effective manner

·         Coordination of multiple administrative duties efficiently

·         Facilitation of a professional office environment

        Maintenance of accurate clerical, legal and financial records



·         Conduct diary meetings for the President, Director General and Executive Team to discuss upcoming engagements, events and activities

·         Responsible for internal meeting’s structure and send Outlook invitations, prepare for, circulate agendas and minute recurring internal meetings

·         Design, implement and regulate office operational policies and procedures to activities.

·         Manage the recording and scheduling of contractual agreements.

·         Liaise with internal & external stakeholders including the Embassy and Ministry of Foreign Affairs in Tokyo to schedule meetings with President & Director General as required.

·         Along with office administrator answers phone call enquiries and manage responses to info inbox queries in her absence.

·         Create itineraries and PowerPoint presentations for President & Director General as required

·         Assist President & Director General in responding to queries, phone calls and invitations by taking forward such contact as appropriate including liaise with Retail, Restaurant and other internal colleagues to find out information.

·         Ensure the President & Director General and executive team are fully briefed on, or prepared for, any engagements they are involved in as necessary

·         Prepare correspondence on behalf of the President & Director General, including the drafting of general replies

·         Ad hoc research/assistance with projects for President & Director General and executive team

·         Ensure guests meeting with the President & Director General and executive team are well taken care of

·         Line Management of Office Assistant

·         Act as Secretary to the Directorate Group, ensuring that the agenda and papers for weekly meetings are prepared on time and to a high standard







·         Director General

·         Executive team

·         Operational teams for Programming, PR & Communications, Corporate Development, and Operations




·         Ministry of Foreign Affairs (Japan)

·         Embassy of Japan in London

·         Japan House London Trust

·         Steering Committee

·         Retail and Restaurant Partners

·         Other Suppliers and Contractors





§  Appropriate tertiary qualification (e.g. diploma in Business Administration, or related business management field) or equivalent

§  Additional training and / or supplementary courses completed in associated administrative, clerical, finance, project management or business areas also advantageous



§  Knowledge of accounting, budgeting and other financial practices

§  High level of proficiency in full MS Office suite

§  Use of other software systems, such as Microsoft Dynamics, beneficial



§  At least 5 years’ professional experience in an administrative or secretarial role with responsibility for executive-level correspondence, administration, travel and diary management

§  Exposure to sector (Museum, Arts, NFP, Visitor Attraction or Heritage Destination) preferred

§  An understanding of Japanese culture and history would be an advantage.




§  Excellent written and spoken English, proficient to high business language standard is essential.

§  Japanese language skills, advantageous.

§  Ability to work independently as well as collaboratively

§  A participative team player with an inclusive approach towards all colleagues

§  Excellent interpersonal and communication skills

§  Strong organizational and planning skills

§  Ability to multi-task and prioritize work in a fast-moving environment

§  Attention to detail and problem-solving skills

§  Able to influence people whilst maintaining tact and cultural sensitivity

§  Excellent time management skills

§  A creative mind with an ability to suggest improvements

§  Assimilation and understanding of complex and sensitive information.




Functional Areas : Service & Retail;Other
Type of Employment : Permanent
Work Location : (London)
Salary Description : Around £30K (Negotiable)

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