Executive Assistant to Group Chief Digital Officer, Digital Transformation Office

Date:  Nov 19, 2022
Location:  Tokyo
Company:  Shiseido
Country/Region:  JP
Department: 
Custom Field 4:  Employee (Permanent)
Company:  Shiseido

Location: Shiodome
Division:  Digital Transformation Office
Job level: Staff
Report to: Chief Digital Officer
Contract type: Annual Contract

 

 

Roles & Responsibilities(業務内容)
 

■Purpose of The Job
The Executive Assistant is responsible for providing professional administrative support to the Group Chief Digital Officer (CDO) and providing general administrative support to the entire Digital Transformation organization.

Roles & responsibilities
Professional Administrative Support to Group CDO

 ・Manages detailed calendar to avoid any duplication and facilitate prioritization.
 ・Manages interpreters’ calendar and arranges interpreters’ tasks.
 ・Organizes business/training, travels (flights, hotel, train or car reservations, prepare registrations, etc.)
 ・Schedule and arrange working lunches, venues, lunch-boxes.
 ・Arranges business dinners (restaurant reservations, car reservations, prepare gifts etc).
 ・Organizes meetings, prepares agenda and produces minutes (staff meetings, management team meetings, Global CDO meetings etc.)
 ・Supports Group CDO with presentations etc. (Power Point).
 ・Supports CDO’s. direct reports business trips to Regional offices.
 ・Support in organizing venue of external visitors (hotel reservations, transportation, individual meetings with employees, etc.)
 ・Requests and manages office supplies.
 ・Produces expense reports in company system for Group CDO.
 ・Performs any other administrative tasks as required including processing monthly invoices from Digital Transformation Office funded vendors and validation of multiple Statements of Work and Change Orders working with Finance team.
 ・Supports Group CDO with private matters including assistance with Real Estate appointments, transportation, affairs related to children’s school tours and admissions, assistance with setting up bank account, utilities, etc.

 

General Administrative Support to Digital Transformation organization.
 ・Receives and screens visitor, telephone calls.
 ・Acts as a contact person for travel agencies, hotels, etc. and negotiate good deals.
 ・Organizes all staff meetings, seminars and events (venue, meals, transportation, etc.).
 ・Creates and manages business cards.
 ・Orders flowers, telegrams for ceremonial occasions of members/members’ relatives.
 ・Performs any other administrative tasks as required.

 

 

Requirements(必要な能力/経験/資質)

 

Position Qualifications
 ・Fluent English and Japanese.
 ・5-year experience in secretarial/administrative work in FMCG/ retail / luxury industry.
 ・Good PC skills (word, excel, power point)
 ・Flexible mind-set and able to communicate effectively with all levels of seniority.
 ・Strong people skills and ability to work under pressure.
 ・Excellent time management and multi-tasking.
 ・Experience in Digital Marketing, Marketing area is a plus.


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