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Executive Assistant to Director
3 weeks ago
Our commitment is to provide exceptional service and unique experiences, connecting people with the beauty and culture of New Zealand. We also have a Japanese branch, allowing us to foster strong relationships with our Japanese stakeholders.
**The Opportunity**:
We are seeking an experienced and dynamic Executive Assistant to support our director. This fast-paced and varied role will require you to leverage your strong administrative skills, initiative, and problem-solving abilities to deliver outstanding results. Your mission will be to ensure efficiency and effectiveness, enabling our director to focus on leading the organization and driving success.
This is a full time role with minimum of 30 hours per week.
**Key Responsibilities**:
- Provide comprehensive executive support to the director, including diary management, meeting preparation, and correspondence.
- Manage relationships with stakeholders including regular meetings with our Japanese branch, Japanese stakeholders, and customers ensuring effective communication across the organization.
- Collaborate with other team members on organizational operations to promote effective communication throughout the company. This involves regular engagement with stakeholders from our Japanese branch to ensure seamless cooperation.
- Participate in meetings, accurately document minutes, and ensure that all action items are tracked and followed up promptly.
- Handle incoming and outgoing mail, file correspondence, and maintain organized records for easy access to information when necessary.
- Arrange travel, prepare expense reports, and prioritize tasks to meet deadlines.
- Prepare briefings and reports, organizing workflow to optimize productivity.
- Maintain confidentiality and operate with integrity at all times.
**Your Skills and Experience**:
- At least 3 years of proven experience as an Executive Assistant or Personal Assistant to a director or senior leader.
- Attention to detail and good problem-solving skills
- Understanding of Japanese business ethics and culture is highly advantageous.
- Strong verbal and written communication skills, with a good listening ability to understand the director's needs.
- An organizing superstar with outstanding multi-tasking ability, capable of juggling priorities calmly and effectively.
- A positive, friendly attitude with a high level of self-motivation and initiative, capable of working effectively without constant supervision.
**Other conditions**:
Since some meetings with our stakeholders operate on Japan time, you may be occasionally required to work from 1-9pm NZ time. Additionally, sometimes you will observe Japanese public holidays, which means you may work on NZ holidays if they coincide with weekdays in Japan.
**Why Join Us?**
**How to Apply**:
We look forward to welcoming you to our team
