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**Job Function: **
Business Support
**Job Sub Function: **
Administration & Secretarial
Job Category:
Professional
All Job Posting Locations:
Chiyoda, Tokyo, Japan
Job Description:
This position primarily provides high level executive and administrative support to the Head of Marketing, Marketing organisation and broader Vision Care Japan business where necessary, to ensure effective operations.
The Executive Assistant enables senior leadership to focus on strategic priorities by managing complex schedules, coordinating key activities, and supporting communication and operational efficiency. This role requires strong organizational skills, discretion, and the ability to manage multiple tasks in a dynamic environment while supporting leadership at both regional and global levels.
**Duties & Responsibilities / **職務および職責
This role is carried out based on the following three pillars. Additional tasks may be requested as needed to ensure efficient operations:
1. Executive Support
■ Executive / JLT Support
- Provide day-to‑day executive support to the Head of Marketing
- Prepare for key meetings, organize materials, and follow up on action items
- Handle sensitive and confidential information with discretion and sound judgement
■ Calendar, Travel, Expense Management
- Coordinate and manage the Head of Marketing’s schedule, including meetings, travel, and events
- Handle travel arrangements, expense processing, invoice handling, and office supply management
■ Organizational & Information Management
- Maintain and update organizational charts and structural information for the Marketing organization
- Ensure accurate and timely information sharing with internal and global stakeholders
2. Marketing Leadership & Department Support
■ Marketing Leadership Team Support
- Provide practical support to senior Marketing leaders (Director level) to support execution of strategies
- Organize and share information based on strategic priorities and decision‑making needs
■ Marketing Department Operational Support
- Collaborate with Marketing teams and related functions to ensure smooth day‑to‑day operations
- Support overall departmental efficiency through meeting coordination and information alignment
- Act as a liaison to enable clear and effective communication across internal and external stakeholders
■ Communication
- Support internal communications, including announcements and email distribution
3. Company‑wide Support
■ Event & Meeting Support
- Support planning and execution of company-wide meetings and events, including but not limited to kick‑offs and town halls, when needed
- Assist initiatives aimed at improving employee engagement and team alignment
■ Onboarding & Work Environment Support
- Support onboarding of new hires and internal transfers to ensure smooth integration
- Maintain a well‑organized, efficient, and supportive office environment
■ Compliance & Governance
- Ensure compliance with internal policies and procedures, including Code of Conduct, confidentiality, and company guidelines
**Key Requirements (skills, competencies, experiences, certifications) / **必要要件（スキル、知識、経験、資格）
Required Experience & Qualifications
- Minimum 5 years of experience as an Executive Assistant or administrative professional supporting senior or head‑level management
- Proven experience supporting management and departmental operations through complex scheduling, meeting coordination, and information management
- Associate degree or equivalent professional experience
Skills & Competencies
- High level of integrity, discretion, and sound judgment when handling confidential information
- Strong multitasking ability with flexibility in a fast‑changing environment
- Proactive mindset with the ability to anticipate needs and take initiative
- Excellent business communication skills in both Japanese and English
- Advanced proficiency in Microsoft Office (Experience with Concur, Workday, or similar tools is a plus)
- Strong attention to detail with a consistent focus on quality and accuracy
【社内の方へ】
応募の際はAskGS内の社内公募ガイドラインをご一読いただき、応募ください。１８か月未満の方は応募前に上長及び担当BUHRの許可を取ってから応募ください。複数同時応募不可になります。
在籍期間に関わらず、書類選考を通して１次面接に進んだ場合は、社内公募に応募し選考に進むことを上司に報告してください。
社内紹介を行う場合は、Career Hub上の“社内紹介制度の概要”の詳細を理解した上で、コンプライアンスを守って紹介したものとみなします。
**Required Skills: **
Preferred Skills:
Administrative Support, Business Writing, Communication, Customer Centricity, Data Capturing, Diary Management, Document Management, Execution Focus, Microsoft Office, Office Administration, Organizational Knowledge, Organizing, Presentation Development, Problem Solving, Professional Ethics, Travel Planning, Typing