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We are seeking an experienced Administrative Assistant to provide support for the Director, Public Policy. The role focuses on both coordination and administrative tasks. The successful candidate will be self-motivated, quick-thinking, flexible, and able to juggle multiple and diverse responsibilities with a strong emphasis on organization and unwavering attention to detail at all times in a fast-moving environment. The position is located in Tokyo, Japan.
Specific responsibilities include, but are not limited to
Scheduling meetings, internally and externally across different regions and time zones
Maintaining calendars, including booking and confirming meetings
Coordinate travel arrangements (domestic and international)
Administrative duties such as processing travel, expense reports, digital and physical filing, ordering of equipment
Organize and manage logistics from small to large external and internal events, such as venue arrangement, guest invitations, event programming, and gifts
Negotiate fair rates whilst maintaining vendor and partner relationships, and track vendor invoices and payments
Heavy communication internally and externally
Proactively prioritize and handle multiple tasks and requests in a timely manner
Be a liaison between the different teams and functions
Creating presentations and documents using PowerPoint and Google Apps in English and Japanese
Maintain flexibility and openness to take on additional projects as necessary or assigned
Qualifications
Strong verbal and written communication skills in both English and Japanese
5+ years as an executive or administrative assistant with experience coordinating events with external stakeholders
Team-player who operates in a fast-paced and team-oriented setting
Experience with planning for team meetings and offsites, including vendor and invoice management
Ability to be discrete and maintain confidential information
Ability to handle urgent requests and tasks in a timely manner when needed
Experience providing interpretation and translation support when needed
Proficiency in Microsoft Word, Excel, PowerPoint and Google Apps
Passion and interest in the entertainment industry
Strong Curiosity to learn about the Public policy
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