Executive Assistant Full Time

Role Description

• To support the SVP International Sales; besides providing executive support, the Executive Assistant will support the governance of function and act as a coordinating glue for the dispersed team in multiple locations.
• Meeting coordination including management meetings

Responsibilities And Duties

• Completes a variety of administrative tasks for SVP International Sales & VPs including:
  • Managing the calendar of appointments
  • Completing expense reports in a timely manner and follow-up on payments
  • Composing and preparing correspondences
  • Working closely with the travel agency to ensure that best flight options and fares are offered
  • Arranging complex and detailed travel plans, itineraries and agendas
  • Compiling documents for travel-related meetings
  • Keep track of all expiring travel documents (passport and visa) to ensure hassle free travels
• Plans, coordinates and ensures schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the SVP’s time and office
• Researches, prioritizes, and follow-up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication within UDIS demonstrating leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the SVP to keep him well informed of upcoming commitments and responsibilities, and following up appropriately
• Successful completion of critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondences and other tasks that facilitate the SVP’s ability to effectively lead the organization
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

Management of meeting/events

• An adjunct member of the function management meetings, including assisting in the scheduling of meetings and attending all meetings
• Coordinating various meetings/governance function management meetings, and other governance both onsites and offsites
• Follow-up on open issue logs and ensure timely closure
• Indirect support to all management team members
• Provide support to JV cooperation meetings when necessary

Office administration support & security

• Provide general support to visitors, greeting them professionally and arrange their access to workspace and IT support
• Crisis management support to team for admin and security matters

Minimum Qualifications

• Degree in Business Administration and/or appropriate academic qualification preferred
• More than 8 years of work experience in strategy and product management, preferably in multinational company in the commercial vehicle or automotive industry
• Proven 5 to 8 years of experience in senior executive support required
• Excellent organizational/administrative skills with ability to prioritize and multitask in a fast paced environment
• A can-do mindset with high drive and energy – i.e. willingness to ‘Go the Extra Mile’ when required
• Robust personal credibility, integrity and creativity
• Comfortable to work in a culturally diverse environment
• Strong coordination and collaboration capability
• Japanese Language is preferred for collaboration with HQ purposes