Position: Personal Assistant (Japanese Speaking)
Salary: GBP 43,000 - 52,000.0
Hours: 9am-5pm
Location: London (Hybrid working)
Main Duties:
-Coordinate and schedule meetings with Tokyo headquarters executives, regional officers, and external partners
-Manage complex calendar arrangements across multiple time zones
-Organize detailed travel itineraries, including flights, accommodations, and ground transportation
-Process expense reports and handle reimbursement procedures
-Manage internal applications and corporate administrative processes
-Serve as a proxy for the executive in administrative tasks and correspondence
-Provide administrative support to a team of five members, with planned team expansion
-Coordinate expense submissions and reimbursement workflows
-Schedule and facilitate team meetings and conference calls
-Arrange travel logistics for team members
-Offer general administrative assistance to ensure smooth team operations
-Schedule and coordinate meetings and appointments
-Manage travel arrangements and prepare itineraries
-Process expense reports and related financial documentation
-Support various business activities with administrative tasks
-Provide Japanese-English interpretation services as needed
-No business travel is expected
-Attendance at company events or meetings may be required up to three times per week, primarily within the London area
Qualifications & Skills
Qualifications
Professional certification in administrative or executive assistance is preferred.
Skills
Native or near-native proficiency in both Japanese and English (spoken and written)
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Familiarity with travel booking systems and expense management platforms
Strong organizational and time management skills
Excellent verbal and written communication abilities
Discretion in handling confidential and sensitive information
Proficiency in managing calendars across multiple time zones
Basic interpretation and translation capabilities
Personal Attributes
High level of professionalism and executive presence
Exceptional attention to detail and accuracy
Self-motivated with the ability to work independently
Adaptability and flexibility in a dynamic, fast-paced environment
Cultural sensitivity and awareness in international business contexts
Proactive approach to problem-solving
Strong interpersonal skills for engaging with senior executives
Ability to remain composed under pressure and meet tight deadlines
Experience
Essential
Proven experience as an executive assistant or in administrative/personal assistant roles
Experience supporting C-level or senior executives
Demonstrated experience in an international business environment
Expertise in complex calendar management and travel coordination
Background in expense processing and corporate administrative procedures
Experience working in multicultural and multilingual teams
Preferred
Prior experience in an HR department or supporting HR leadership, including use of HR systems
Experience supporting multiple executives simultaneously
Background in a global corporation with a regional office structure
Experience providing interpretation and translation services
Familiarity with European business practices and cultural norms
Proficiency with virtual meeting platforms and remote collaboration tools
Experience in administrative support within team-based environments