Executive Assistant

Company Overview
世界75の国と地域で活動する、民間で非営利の医療・人道援助団体です。 紛争や自然災害、貧困などにより危機に瀕した人びとに、 独立・中立・公平な立場で緊急医療援助を届けています。

Job Description
This key position facilitates the successful coordination, communication and functioning of General Director and Leadership Team (hereafter referred to as LT). The Executive Assistant (EA) is the focal point on all executive matters for internal stakeholders.

The role provides high quality administrative assistance and project support in a one-on-one working relationship with the General Director and members of the Leadership Team. The EA supports the General Director in meeting operational goals and objectives, and requires broad experience in business administration, and knowledge of organizational policies and practices.

The role also works closely with the Board Assistant who works for President and Board members part-time, and the Association Coordinator who works for Association.

Main Tasks and Duties

• Facilitate the coordination and time management of the General Director, including weekly, monthly & annual priority setting, regular task management, internal and external communication spaces, etc.

• Facilitate the LT in all aspects of their role as defined in the MSF Japan Leadership Team TOR

• Facilitate effective coordination, communication, and mutual accountability among the LT

• Follow and hold accountable LT members to actions and tasks as delegated by the General Director, including dossier oversight on behalf of the LT

• Implement and maintain effective mechanisms for reporting, internal communication / accountability toward office staff and follow up across the LT (agenda’s, minutes, actions lists, dossier follow up, planning frameworks, board reporting cycles etc.)



ADMINISTRATION

• Prepare and edit correspondence, communications, presentations and other documents

• Maintain an efficient and readily accessible Executive and Leadership Team filing system

• Proactive calendar management for the General Director; i.e. time and availability gatekeeper, including weekly/monthly/quarterly agenda and annual movements calendar.

• Record, transcribe and distribute agendas, minutes of meetings including supporting documents and action agendas, as well as follow-up on action points

• Monitor, screen, respond to and distribute incoming communications to the General Director.



OTHER TASKS AND PROJECTS

• Assist with various ad-hoc tasks when requested by the LT and in agreement with the General Director

• Prepare and coordinate application documents for NPO certification submitted to the local government office every 5 years (make sure filing and archive are organized appropriately by relevant departments)



etc.

Requirements
Fluent in both Japanese and English (at more than advanced business level)

ESSENTIAL CRITERIA

• Strong commitment with the Charter

• Strong Time Management Skills with several years’ experience in an EA or similar role

• Ability to write succinct, clear minutes and action points from complex meetings in English

• People and Interpersonal Skills

• Good Listening and Communication Skills

• Administrative, Organizational and Planning Skills with a strong attention to detail

• Demonstrated ability to maintain confidentiality and act with integrity

• Project Management Skills

• Problem Solving Skills

• Ability to work proactively and independently with proven judgement and decision making ability

• Information Gathering and Monitoring Skills

• Ability to manage multiple competing priorities

• Fluent in both Japanese and English (at more than advanced business level)

• Proficient in the use of Office 356, Microsoft office, Share-point and similar software



DESIRABLE CRITERIA

• Experience in Humanitarian, Not-for Profit, NGO or similar organizations

• Familiarity with administration & processes

Additional Job Information
・Salary is determined based on job grade.
・Flexible working hours with a standard working day of 8 hours
・Full social insurance
・Commuting allowance, work from home allowance, and child allowance (in accordance with the organization's regulations)
・Two full days off per week. In addition to annual paid vacations（24 days/year), year-end and New Year vacations and congratulation or condolence leave are available.

・Salary includes 20 hours of fixed overtime pay when it is grade C.

Salary includes 20 hours of fixed late-night work allowance when it is grade D.
・Others： No smoking indoors in principle (smoking rooms are available)

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