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About the Role
Provide high-quality administrative support to the Japan GM, including scheduling, record keeping, meeting preparation, project support, and event organization. Offer ad-hoc support to the wider Senior Leadership team.
Responsibilities
- Manage complex office administrative work requiring independent judgment and initiative
- Manage personal and professional calendars of senior leaders, scheduling appointments as required
- Serve as a gatekeeper to filter incoming information and meeting requests for senior leaders, setting priorities as appropriate
- Coordinate and produce quality information within required timescales, including presentations, document packs, and spreadsheets
- Prepare senior leaders for meetings by researching relevant content and preparing talking points
- Administer meetings, ensuring attendance and agenda adherence
- Take minutes at Senior Management meetings as required
- Work with the Senior Management Team, ensuring queries and documentation are completed/processed in a timely manner
- Provide support on internal projects, including deadline management, information gathering, and ensuring team deliverables are met
- Undertake general administration tasks including correspondence, enquiries, phone calls, and follow-ups
- Organize and arrange travel and accommodation, including provision of itineraries and administration of expenses
- Maintain confidentiality at all times
- Develop systems and processes to ensure continuous improvement
- Spend time within relevant business areas to understand individual business needs and required support
Requirements
- Previous Executive Assistant or Personal Assistant experience supporting Senior Management
- Exceptional attention to detail and planning skills, with proven ability to multitask
- Ability to build a network and relationships
- Excellent verbal and written communication skills
- Ability to navigate complex situations with diplomacy
- Ability to produce high quality presentations and briefing packs
- Computer literate with strong Office 365 experience
- Flexible "can do" mindset
- Native English language proficiency for global communication
- Native Japanese language proficiency for global communication
- Proficiency in IT skills including hardware, software, and applications
Skills
- Attention to detail
- Planning
- Multitasking
- Networking
- Relationship building
- Verbal communication
- Written communication
- Diplomacy
- Presentation creation
- Briefing pack creation
- Computer literacy
- Office 365
- IT skills
- English (native)
- Japanese (native)
Location
- Japan
Experience Level
- Previous Executive Assistant or Personal Assistant experience supporting Senior Management
About the Company
- Infrastructure professionals worldwide rely on Bentley Systems software to design, build, and operate better and more resilient infrastructure for transportation, water, energy, cities, and more.
- Founded in 1984 by engineers for engineers, Bentley is a partner of choice for engineering firms and owner-operators globally, offering software across engineering disciplines, industry sectors, and all phases of the infrastructure lifecycle.
- Through digital twin solutions, Bentley helps infrastructure professionals unlock data value to transform project delivery and asset performance.
Equal Opportunity
- Bentley is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications.