Japanese speaking Executive Assistant
Ref: CC47194
A Japanese shipping and LNG carrier is currently recruiting a Japanese speaking Executive Assistant to work in their London office.
In this role, you will be responsible for providing high-level executive support to the CEO of the company, managing the CEO's diary, coordinating meetings, and handling travel arrangements while communicating effectively in both Japanese and English.
The ideal candidate should have strong organisational skills, fluency in English and Japanese, experience supporting senior executives, and proficiency in Microsoft Office.
TYPE: Permanent, full-time
WORKING HOURS: 9:00-17:00 from Monday to Friday
SALARY: Negotiable, depending on experience
START: ASAP
LOCATION: London (Hybrid work available)
Executive Assistant Main Responsibilities:
* Manage the CEO's complex and dynamic diary, prioritising appointments and meetings
* Arrange and coordinate meetings with senior executives at Tokyo Head Office and global branches
* Handle internal approval workflows and follow-up
* Prepare documents and briefing materials for meetings and provide pre-meeting reminders to the CEO
* Act as a liaison with Tokyo Head Office staff: coordinate meetings in Japanese and communicate outcomes to the CEO in English
* Coordinate meetings with HQ staff joining CEO on business trips
* Arrange regular and ad hoc meetings with internal departments, including the Energy Division
* Provide comprehensive organisational and logistical support for internal corporate events attended by the CEO, including town hall meetings and other executive-led engagements
* Receive requests for the CEO to sign contracts or agreements
* Utilise electronic signature systems to obtain signatures efficiently
* Communicate completed signatures to relevant employees and departments
* Monitor contract progress and provide reminders as needed
* Manage invitations for CEO speaking engagements, panels, and industry events worldwide
* Liaise with event organisers to ensure timely submission of biographies, materials, and logistical requirements
* Support planning and execution of CEO-hosted events
* Assist with media interview coordination and preparation
* Organise domestic and international travel arrangements, including flights, hotels, transport, and visas
* Prepare detailed itineraries and schedules
* Manage travel expense processing in line with company policy
* Draft, review, and edit internal correspondence in English and Japanese
* Maintain professional and effective communication with internal and external stakeholders
* Handle sensitive and confidential information with discretion
Executive Assistant Ideal Candidate:
* Proven experience as an Executive Assistant or Personal Assistant supporting senior-level executives
* Experience of working in a multinational and cross-cultural corporate environment
* Fluency in both English and Japanese, with the ability to communicate confidently in writing and verbally
* Strong organisational, time management and prioritisation skills
* High level of proficiency in the Microsoft Office suite, including Outlook, Word, Excel and PowerPoint
* Demonstrated cultural awareness and a proactive, solutions-focused approach to problem solving
* Business level fluency in both English and Japanese
** All applicants for the Executive Assistant must have the right to work in the country as the Company is not able to offer visa support.
*We regret that we cannot accept applications from Working holiday visa, Graduate or Student visa holders.
*When contacting us, please include the job reference number (Ref: CC47194) at the top of your message.
If your application is successful, you will be contacted within two business days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs.