Administrative / Executive Assistant - Bilingual J/E

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Your Impact:
Be the hero behind our executive team's success at Sentree!

As an Administrative / Executive Assistant, you'll be pivotal in managing details and schedules, ensuring seamless operations in our fast-paced environment. Your role is crucial, offering a wide range of responsibilities and the satisfaction of directly contributing to our leadership's achievements. Join us to play a key part in our narrative of innovation and triumph, with ample support to thrive in your career.

Sentree K.K. has an opening for an Administrative / Executive Assistant in Tokyo, Japan. The ideal candidate will play a crucial role in supporting the Managing Director with various office operations, communication tasks, and general administrative responsibilities. This position requires a proactive approach, excellent communication skills (in English and Japanese), and the ability to handle a variety of tasks efficiently.

Required Skills:
- Proven experience as an office assistant or in a similar administrative role
- Strong organizational and time-management skills
- Excellent written and verbal communication skills in English and Japanese
- Proficiency in office applications, calendar, e-mail, MacOS, chat and task management software applications.
- Comfort with document scanning and filing.

We value strong soft skills:
- Ability to prioritize tasks effectively and adapt quickly to changes.
- Discretion and confidentiality in handling sensitive financial information.

Additional preferred skills that will give you an edge are:
- Bachelor's degree in business administration or a related field
- Nissho Boki Qualification (3 or 2) for bookkeeping
- Experience in a client-facing or customer service role
- Valid driver's license

Administrative Support:
- Assist the President in day-to-day administrative tasks.
- Ability to record and document processes for accurate repeatability.
- Organize and maintain files, documents, and records.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Prepare and edit correspondence, reports, and presentations.
- Actively participate in the EOS (Entrepreneurial Operating System) framework and utilize scorecards for performance tracking.
- Attend meetings, take notes, and monitor accountability lists and deadlines.

Communication:
- Act as a liaison between the President and internal/external stakeholders.
- Handle incoming and outgoing communication, including emails, calls, and written correspondence.
- Draft and proofread business documents, letters, and reports.

Client and Employee Interaction:
- Interact professionally with clients and employees, providing excellent customer service.
- Assist in managing client relationships and ensuring a positive experience.
- Coordinate internal communication and disseminate information to team members as needed.
- Regular audit of internal reports and systems to ensure they are up-to date and validated in a timely fashion.
- Feedback on strategy and outcomes.

Personal & Business Errands:
- Undertake personal and business errands for the President, ensuring timely and accurate completion.
- Manage various tasks outside of the office, such as deliveries, pickups, and other miscellaneous errands.

Office Operations:
- Oversee office supplies and place orders when necessary.
- Maintain the cleanliness and organization of the office space.
- Handle incoming mail and packages.

Bookkeeping Operations:
- Entry of daily transactions for accounts payable/receivable.
- Reconciliation of bank records to accounting system.
- Coordination of tasks and timelines with Tax Accountant and Labour specialist for government filings.
- Experience with monthly and yearly closing procedures.
- Creation of invoices, purchase orders, budgeting and financial reporting.
- Able to work with accounting software support and manuals to build transaction processes for the organization.

Effective communication is paramount in our collaborative environment. Bilingual ability is a priority:

Japanese:
- Native level verbal communication skills are required to interact effectively with local vendors and team members.

English:
- Professional level written and verbal communication skills are essential.

Ability to think on your feet, think critically and take action is necessary. No specific formal education level is required. However, please share if you are a graduate of post-secondary technical or vocational programs or have made any other personal investments into your learning that demonstrate a strong growth mindset.

Our team members embody these three core approaches to deliver unparalleled value.

1. Strategic Advice:
Proactively analyze business operations, identify opportunities for performance enhancements, and deliver actionable recommendations.

2. Expert Service Delivery:
Implement and manage the performance improvement outcomes needed, ensuring measurable results.

3. Thorough Review & Audit:
Critically examine approaches to business functions, and serve as an architect for system workflows and implementations.

Successful Sentree consultants share these five essential traits.

1. Rapid Comprehension:
An ability to quickly and accurately understand complex situations and underlying issues.

2. Client Empathy:
A genuine care for the welfare of the business and our team members.

3. Human-Centric Approach:
The ability to assess and address the human needs and challenges.

4. Professional Depth:
Extensive expertise and practical experience across a variety of environments.

5. Tenacity:
Resilience and adaptability to effectively navigate diverse issues, circumstances, and personalities.

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Flexible system, primarily 8 AM - 5 PM on weekdays.

4M to 5.5M yen per year on target earnings.
Full-time position for candidates with legal permission to work in Japan.

Weekends, Japanese public holidays, and vacation as per Japanese Labor Standards.

No remote work (on-site)

Country / Region

Japan

Prefecture (State)

Tokyo

Location (Address)

Chuo-ku

7-13 Nihonbashi Kobunacho

Tokai Nihonbashi Heights 4F

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Sentree K.K. is a growing IT company based in Tokyo, Japan working with a range of exciting multi-national clients such as award-winning architects, video production companies, product designers, interior designers, private schools, and ad agencies. We help get technology out of the way so clients can focus on their creative business vision and provide a reliable, trustworthy technology foundation upon which creative business leaders can build winning teams.

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