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Executive Officer

Job title: Executive Officer
Contract type: Permanent
Location: London
Specialisation:
Salary: CIRCA GBP 30K
Start date: 06 Jul 2021
Job Reference: 11375
Contact details: Mitsuo Sawai
Contact email: Mitsuo.Sawai@jac-recruitment.com
Contact-phone: +44 (0) 20 7489 2990
Job published: 21 days ago

Title 

 

Executive Officer

 

Salary

 

CIRCA £30,000 per annum

 

Job profile

 

A Japanese global Culture Home are looking for the Executive Officer, who will ensure that the company will function efficiently and effectively by implementing and overseeing administrative processes. This will include the preparation and organisation of information, documentation such as meeting minutes and other records across the company. This will also include providing full administrative assistance, clerical support and diary management to the Projects Board and Project Teams.

 

 

JOB DESCRIPTION

 

KEY DUTIES

General Administration

§       Provide administrative support to the operational departments for Corporate Development, Finance & Compliance, Marketing & Communications, Operations & Services and Programming.

 

§       Responsible for internal meetings organisation. Prepare for and circulate agendas / minutes of key recurring internal meetings.

§      Design, implement and regulate office operational policies and procedures to support the company’s activities.

 

§          Manage the recording and scheduling of the company’s contractual agreements.

 

§          Create itineraries and PowerPoint presentations for the Directorate as required.

 

§       Assist Directorate in responding to queries, phone calls and invitations by taking forward such contacts as appropriate including liaising with Retail, Restaurant, and other internal colleagues.

§      Ad hoc research/assistance with projects for Directorate.

 

§          Assist the directorate in the processing of expenses and invoices.

 

§          Ensure guests meeting on site are well taken care of.

 

§       Act as secretary to the Directorate, ensuring that the agenda and papers for weekly meetings are prepared on time and to a high standard.

 

§       Co-ordinate, plan and deliver monthly and quarterly whole team briefings / meetings. Sourcing venues for larger group meetings where the company facilities are not available.

 

§      Organise, monitor, maintain and audit Japan House’s record keeping systems, databases, files, and procedures.

 

§       Organize the office, maintaining supplies of stationery, furniture, equipment, and welfare supplies. Responsible for maintenance of office equipment, including computers and photocopy machines.

 

§      Manage Office subscriptions to magazines and online resources.

 

§       Estimating, recording, and monitoring the office supply budget. Review and approve office supply acquisitions, placing orders, checking deliveries and invoices, as appropriate.

§      Manage the company switchboard answering incoming calls for general enquiries.

 

§          Follow up on phone calls and contacts as appropriate.

 

§      Monitor generic inboxes and disseminate/update information as required, answering emails and postal correspondence with the public, stakeholders, and contractors as well as feedback received through several channels.

 

 

IT Support

 

Project Management

 

Health & Safety

 

 

PROFESSIONAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

 

Qualifications

 

§       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.

 

 

Technical Knowledge

           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

 

 

 

Experience

 

            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.

 

             Some experience of management advantageous

 

 

CAPABILITIES

           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.

 

 

CAPABILITIES

§  Japanese language written and spoken to native level

§  Excellent written and spoken English 

§  Ability to translate effectively between English and Japanese an advantage

§  Able to balance multiple projects and priorities

§  Capable of working alongside leading artists, designers and curators

§  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

§  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

 

Location

 

London

 

Hours

 

Monday to Friday, 09:00-18:00 with occasional out-of-hours requirement

 

Visa

 

Eligible to work in the UK without any restriction

 

About our client

 

 Japanese global culture home