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About the Role

As an Executive Assistant, you will coordinate and provide high-quality administrative support to the Japan GM. Responsibilities include scheduling meetings, maintaining detailed records, conducting research to ensure the senior team is well-prepared, supporting internal projects, and organizing events. You will also provide ad-hoc support to the wider Senior Leadership team.

Responsibilities

• Manage complex office administrative work requiring independent judgment and initiative.
• Manage the personal and professional calendar of one or more senior leaders, scheduling appointments as required.
• Serve as a gatekeeper to filter incoming information and requests for meeting time with senior leaders and setting priorities.
• 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 that agendas are met. Take minutes at Senior Management meetings as and when required.
• Work with the Senior Management Team, ensuring queries and documentation are completed/processed in a timely manner.
• Provide support on internal projects, including management of deadlines, gathering of information, and ensuring deliverables are met by the team.
• 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.
• Seek to develop systems and processes to ensure continuous improvement.
• Spend time within relevant business areas to gain a thorough understanding of their individual business needs and the support required.

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.
• English/Japanese native proficiency for global communication.
• IT skill in hardware/software/applications is a plus.

Skills

• Office 365
• Presentation skills
• Briefing pack creation
• Calendar management
• Travel arrangement
• Expense administration
• Minute taking
• Project support
• Communication skills
• Attention to detail
• Planning skills
• Multitasking
• Relationship building
• Diplomacy

Location

• Tokyo

Work Type

• In-office
• Part-time (3 days a week)

About the Company

• Around the world, infrastructure professionals rely on software from Bentley Systems to help them 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 the partner of choice for engineering firms and owner-operators worldwide, with software that spans engineering disciplines, industry sectors, and all phases of the infrastructure lifecycle.
• Through our digital twin solutions, we help infrastructure professionals unlock the value of their data to transform project delivery and asset performance.
• www.bentley.com

Equal Opportunity

• Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants 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.