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B1-General Administrative Assistant
Pearson
Tokyo, , Japan
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Description
At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.
PRIMARY RESPONSIBILITIES
Office Coordination
• HR Support
◦ Labor management system
# System administration
# Monthly over-time and vacation day report
◦ Document control
◦ New comer on-boarding support
◦ All HR related local point of contracts
• Finance Support
◦ Expense and vender invoice control and approval process
◦ All and any other approval form process control
◦ Logging book control for approval of a use of company seal, representative director signatory, bank seal
◦ Ad-hoc research and follow-up of discrepancies as needed
• Legal Support
◦ Legal signatory process control and logging for Japan and US
◦ Legal document control and validation
• Security Control
◦ Access control system
◦ Security alarm system access control (SECOM/Building)
◦ Building access control (access control for building entrance)
◦ Cabinet and desk key control
• Office Management
◦ Communication with the landlords and the insurance companies
◦ Office fixture and supply management
◦ Courier arrangement and handling
◦ Conference room readiness
◦ Event arrangement
◦ All other coordination and arrangements as needed/instructed
Executive Assistant
• Schedule control for VP Japan & Korea
• Client meeting setup and arrangement for VP Japan & Korea
◦ Document preparation for internal and external meetings
◦ Communication and coordination with internal and external counterparts to support Business Development activities
• Coordinating with SVP International and his Assistant as needed
• All other tasks expected/instructed by VP Japan & Korea
Voucher Store Operation
• Processing voucher orders
◦ Customer facing (calls and emails)
◦ Making system inputs/outputs
• Reporting
• All other associated tasks
Qualifications
ESSENTIAL EXPERIENCE & QUALIFICATIONS
• Bachelor’s degree
• Native Japanese speaker; excellent writing, speaking and listening skills
• Good written and oral communication skills in English
• A minimum of five years’ experience in office administration and/or sales support, preferably both
• Strong customer/service orientation with excellent interpersonal/soft skills
• Strong PC skills: MS Excel, MS Word and MS PowerPoint
• Proactive and self-starting
• Positive thinking and pleasant personality
• Willing to build and maintain good working relationship with all counterparts
• Organized and details oriented
• Multitasking capability
• Flexible and ready to change
DESIRED EXPERIENCE & QUALIFICATIONS
• A minimum of three years’ experience as executive assistant
• A minimum of three years’ work experience in a global organization
• Accustomed to work in an international environment; be sensitive to differences in culture, communication and business approach
• Experience of working, studying and living abroad