Management Assistant

Advertised on : 02 Aug 2019 | Closing date : 31 Oct 2019

  Job Reference : 10734



Japanese Speaking Management Assistant




Competitive (According to experience)


Job profile


A Japanese global trading company is looking for a Management Assistant.


This role of Management Assistant is mainly responsible for providing a full range of administrative support to the Head of Global Parts Business Unit (BU).





o    Due to the nature of this position, acting as the Head of Global Parts BU’s first point of contact with both external and internal contacts, the management assistant needs to have extensive knowledge of the organization in which they work. More specifically, you need to be able to identify key personnel (both external and internal) and understand the organization’s aims and objectives.

o    The work should be handled efficiently and “error-free”.

o    Diplomacy, discretion and confidentiality are essential attributes.


o    It is required to take the initiative in anticipating the Head of Global Parts BU’s needs and propose solutions proactively.


Main tasks / duties:


o    Agenda management for the Head of Global Parts BU.


o    Make travel arrangements for the Head of the Global Parts BU, VIP visitors and members of the Global Parts Department.

o    Organize and maintain diaries, make appointments.


o    Handle incoming emails, post and correspondence on behalf of the Head of the Global Parts BU.


o    Screen phone calls, enquiries and requests, and handle them when appropriate. o Provide support for visitors at all seniority levels.


o Organize meetings and ensure that the Head of Global Parts BU is well prepared for meetings.

o  Liaise with clients, suppliers and other staff.


o Devise and maintain office systems, including data management, filing and handle expense reports.

o  Deal with incoming invoices and create invoices to be recharged.


o Coordinate general meetings (sending announcements, attendance confirmation, reservation of meeting rooms, arrange accommodation & transportation for participants)


o Compile reports for Japan (consolidate reports of each branch into one. Contact each branch).



Your background:


o    You have a bachelor degree, preferably in the administrative field.


o    You have at least 3 years of working experience in administration or equivalent. o You are fluent in Japanese and English.

o  You have a very good knowledge of MS Office.

o  You have a valid Belgian driver’s license (mandatory).



Your competencies:


o    You have outstanding oral and written communication skills and listening skills.

o    You have a positive attitude and good customer service skills (flexibility, dependability,

service minded, etc.).

o    You are able to multitask.


o    You are diplomatic and know how to handle confidential information appropriately. o You can handle requests and demands in an error-free manner.

o  You have an eye for details.


o You can handle stress and working with deadlines. o You have excellent time management skills.


o You are well-organized. o You are assertive.

o  You are able to anticipate needs.

o  You are a quick learner and you are eager to learn.


o You have an open personality and you adapt easily to different situations/persons. o You are a team player.



Zaventem, Belgium




38.5 hours per week

Mon – Fri





Starting date


As soon as possible




Eligible to work in Belgium without any restriction


About our client


Trade industry


Functional Areas : Trading & SCM;Other
Type of Employment : Permanent
Work Location : _Europe-West
Salary Description : Euro 40K

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