PA/ Business Assistant - Japanese speaker

People First (Recruitment) Limited
26000.00 - 30000.00 GBP Annual
12 Sep 2017
18 Sep 2017
Contract Type
Your New Job Title: PA/ Business Assistant - Japanese speaker
Your New Salary: GBP26,000 - 30,000
Status: Full-time/ Permanent
Location: City, London
The Skills you'll need each day: Japanese, secretariat, PA, team secretary, administration, monthly report, SAP

Who you'll be working for:
International organization, Head office in Tokyo, is looking for a Japanese speaking PA/ Business Assistant to provide all support to Division Operating Officer, and to support business administration of the Energy Division.

What you'll be doing each day:
PA support to the Division Operating Officer
" Diary management.
" Arranging meetings when required, including notification by e-mail, coordinating with other secretarial staff, booking meeting rooms, arranging name plates, document preparation, arranging refreshments and ordering lunch boxes.
" Arranging lunch/dinner and receptions/parties at restaurants, private rooms, including notification to participants, contacting venues and catering services.
" Answering the telephone, filtering calls and taking messages.
" Booking restaurants for business lunches and dinners.
" Transportation arrangement.
" Organisation of business trips including completion of business trip application forms, hotel bookings, car arrangements, travel arrangements (inc. online check-in) and visa applications.
" Collating and claiming expenses.
" Ringi support and follow-up.
" Enable DOO to carry out his day-to-day duties as smoothly as possible by following-up on any private requests.
" Ability to understand/interpret/adjust to the demands of working closely with DOO. Be flexible enough to accommodate any new requests/demands/working practices which may arise depending on the preferences of DOO.
" Typing and amending documents and presentations as required.
" Bilingual duties - Writing e-mails, letters, and communicating in both English and Japanese.
" Golf Competition, social functions and reception arrangement when requested, including notification of golf competition by e-mail and contacting the competition organizer.
" Organising business cards.
" Creating a mailing list and sending Christmas/Greeting cards.
" To facilitate and coordinate the mutual communication among secretaries in this office so that they can share the idea of improvement in each role. To coach and provide new secretaries with advices/information which are necessary for them to perform their responsibility.
" Utilizing the IT systems including SAP system.
" Manage contract, processes, other formal documentation and payments in timely manner to facilitate smooth and efficient business operations.
" Supporting managers for Accrual report, service fee arrangement.
" Providing secretarial assistance for overseas visitors.
" Undertaking administrative duties (including, booking hotels, transport, conferences arrangement etc.)
" Assisting administrative procedures of all affiliate companies of the Energy department.
" Preparing and entering all contract, Non trade payment and invoicing data on to SAP/ECC for the Project Development department.
" Arranging payments to customers and suppliers of Energy division and business expense payments for team members.
" Placing orders with customers and preparing contracts and quotations.
" Arranging invoicing paperwork as required.
" Gathering information about supply/demand and cargo flows of the energy commodities (LNG, LPG, Condensate and Petroleum products).
" Gathering market data of the price for the above energy commodities and making a sheet.

Administration Support of Division Operations
" Support DOO in conducting Division administration and operation under the supervision of the department.
" Support the timely completion of the Division Monthly Report by sending out notification to the Division GMs, controlling the process through close communication with the Divisions, completing the base draft for the department check, and submitting the completed Report on time.
" Support the timely completion of the Division Business Plan through liaison with the department for the creation of the timeline to complete the Business Plan, collection of necessary data and material, process control though close communication with the Divisions, submitting the completed Business Plan on time, drafting the English version of the Business Plan, setting meetings to explain the business plan to the Division.
" Support the timely submission of internal reports
" Arrange senior management meetings with key partners
" Conduct general research and information gathering.
" Support senior management from Headquarters, and General Managers of Branch Offices when travelling to London.
" Support office layout change.
" Support other Division business assistants and secretaries including group company when they are absent.

The skills you need to succeed:
" Extensive secretarial experience, at least some of which should have been looking after senior management.
" Experience of working within a large multinational trading environment may be advantageous.
" Good communication skills in English and Japanese (verbal, written and listening).
" IT skills including using Word, Excel, PowerPoint, Outlook, SAP and File Transfer Protocol (FTP)
" Good telephone manner.
" Basic numerical and analytical skills.
" Well organized and able to manage shifting priorities within strict timeframes.
" Knowledge of large corporation internal procedures/regulations including Ringi.
" Excellent interpersonal skills and able to deal with senior management and visitors in a polite and friendly manner.
" Responsible, trustworthy and flexible.

If your application is successful, you will be contacted within 7 days. We regret that due to the high volume of applications we receive we cannot provide feedback on individual CVs. Please note that we can only consider candidates who are eligible to work in the UK and are able to provide relevant supporting documentation.

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