Administrative / Executive Assistant

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.

Responsibilities:

1. 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.

2. 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.

3. 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.

4. 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.

5. Office Operations:

   • Oversee office supplies and place orders when necessary.

   • Maintain the cleanliness and organization of the office space.

   • Handle incoming mail and packages.

6. 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.

Qualifications:

• 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.

• Ability to prioritize tasks effectively and adapt quickly to changes.

• Discretion and confidentiality in handling sensitive financial information.

Preferred Qualifications:

• 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