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About the Role

This role provides comprehensive executive support to the CFO, ensuring smooth and efficient operations. Responsibilities include managing schedules, coordinating meetings, liaising with internal and external stakeholders, preparing documents, arranging travel, and managing the AAM electronic approval system. The position requires a high degree of confidentiality, accuracy, excellent coordination skills, and proactive problem-solving. You will support communication and business processes with domestic and international management, the Finance department, business units, and global teams. Additionally, you will ensure the stable and appropriate management of the AAM system, promoting adherence to and continuous improvement of application and approval processes in line with company regulations and compliance.

Responsibilities

Manage and operate the AAM electronic approval system, including daily operations, setting up and updating approval flows, user permissions, and master data.
Confirm details of approval requests, manage progress, handle discrepancies, and follow up with relevant parties.
Respond to internal inquiries regarding system usage and troubleshoot issues.
Maintain and update operational rules, manuals, and application templates.
Monitor system usage, identify issues, and improve business processes.
Ensure proper operation of application and approval processes in accordance with company regulations and compliance.
Liaise and coordinate with Finance, Legal, IT, Procurement, business units, and overseas departments.
Perform various settings and notify relevant parties for system changes, organizational changes, and approval authority changes.
Manage the CFO's complex schedule, meetings, and priorities.
Coordinate schedules with domestic and international management, Finance teams, business units, and external parties.
Organize meetings, prepare agendas, gather materials, take minutes, and follow up on action items.
Arrange domestic and international travel, create itineraries, coordinate visas, accommodation, and transportation, and process expense reports.
Create, edit, and proofread emails, documents, reports, and presentations on behalf of the CFO.
Communicate with domestic and international stakeholders in both Japanese and English.
Collaborate with JLT members, Finance teams, and department heads.
Liaise and coordinate with the overseas headquarters, regional Finance, and global teams.
Coordinate with financial institutions, auditing firms, tax accountants, external advisors, and business partners.
Communicate promptly and professionally with internal and external stakeholders.
Manage and follow up on the progress of cross-organizational issues and requests.
Facilitate smooth information sharing and build trust between the CFO and stakeholders.
Support the operation of management meetings, budget meetings, performance reviews, and Finance-related meetings.
Coordinate meetings and projects related to budget formulation, business planning, and performance management.
Manage the progress of Finance-related projects and follow up on action items.
Improve, standardize, and streamline business processes within the CFO Office.
Gather information, conduct research, organize data, and prepare reports as needed.
Set up meetings, manage documents, and provide progress support for cross-departmental projects.
Properly manage confidential information, including financial, personnel, contract, and organizational change data.
File and manage access to documents, contracts, and meeting materials.
Understand and comply with company regulations, approval authorities, operational procedures, and compliance requirements.
Promote the proper operation and compliance of company regulations and approval processes among stakeholders.
Verify, request corrections, and escalate any discrepancies or regulatory violations.
Handle information with a high degree of ethics and confidentiality.

Requirements

Practical experience as an Executive Assistant, Secretary, Department Assistant, or equivalent.
Experience supporting senior management or leaders.
Experience managing and operating electronic approval systems, workflow systems, or internal business systems.
Experience managing approval flows, user permissions, and master data.
High IT literacy enabling smooth use of various IT tools and internal systems.
Ability to quickly learn new systems and digital tools and apply them to improve operations.
Practical skills in Microsoft Office or Google Workspace.
Skill in creating and editing management meeting materials and presentations using PowerPoint or similar tools.
Advanced business communication skills in Japanese.
Business communication skills in English.
Coordination skills to smoothly conduct business with domestic and international stakeholders.
High task management ability to simultaneously manage multiple priorities.
High accuracy, attention to detail, problem-solving skills, and awareness of confidentiality.
Full understanding of compliance and internal regulations, ability to comply independently, and to encourage compliance from stakeholders.
Experience managing and operating the AAM or similar electronic approval/workflow systems.
Basic knowledge of finance and accounting.
Experience coordinating and supporting financial institutions, auditing firms, and tax firms.
Experience in system implementation, business process improvement, manual creation, or user training.
Experience using English for meeting coordination, email correspondence, document preparation, or travel arrangements.

Skills

Executive Assistant
Secretary
Department Assistant
Schedule Management
Meeting Coordination
Stakeholder Liaison
Document Preparation
Travel Arrangements
AAM System Management
Project Management
Confidentiality
Accuracy
Coordination
Proactive Problem-Solving
Communication (Japanese)
Communication (English)
IT Literacy
Digital Tool Proficiency
Microsoft Office
Google Workspace
PowerPoint
Task Management
Compliance Management
Financial Acumen
System Implementation
Process Improvement
Manual Creation
User Training
Service Mindset
Ownership
Responsibility
Adaptability
Attention to Detail
Relationship Building

Location

Office

Work Type

Standard (Mon-Fri)

Experience Level

Executive Assistant
Secretary
Department Assistant
Management Support

About the Company

The company operates in a fast-paced global environment.