The Executive Assistant to the Chief International Business Officer (hereinafter referred to as "CIBO") plays a crucial role in supporting CIBO and CIBO team, and ensuring the smooth operation of the executive office.

This position involves a combination of administrative tasks, communication management, and strategic coordination. The successful candidate will report to the CIBO and his Chief of Staff ("CoS"), enabling CIBO team to focus on high-level leadership and strategic functions.

• Coordinate CIBO's daily schedule, including meetings and appointments.
• Book travel arrangements, including flights, accommodation, and transportation.
• Application of Visa for CIBO Team. Including liaison with relevant parties such as travel agencies, embassies, group companies; to check and confirm latest Visa requirements of CIBO and CIBOteam member's travel destinations.
• Prioritize and manage CIBO's calendar to optimize efficiency and productivity.
• Keep CIBO's calendar updated.
• Manage and prioritize official communication and liaison, including phone calls and emails, on behalf of CIBO and CIBO team members, acting as a primary point of contact between internal and externalstakeholders, including but not limited to executives in LOGISTEED Ltd in Japan.
• Plan and organize both internal and external meetings and events. To ensure timely communication and preparation with all relevant parties.
• Organize and manage company level events and functions. Ensure events are planned accordingto timeline and schedule. This includes booking of meeting venues, accommodation, and communication with invited participants and/or guests.
• Manage, reconcile, and verify CIBO and team's travel and entertainment expenses with accordance tocompany's business expense policy. This includes preparation of travel application, claims, and related forms.
• Organize and maintain records, files, and documents related to CIBO's activities.
• Draft and review memos, letters, and other correspondences.
• Ensure confidentiality and accuracy in handling sensitive information.
• Advise executives by providing historical precedents and relevant information.
• Other jobs and tasks required by CIBO and/or CoS.

JOB REQUIREMENTS:

• Minimum 5 years of proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and time management skills.
• Possess business level proficiency in both English and Japanese to meet the expectations of the EA role.
• Proficiency in office software (e.g., Microsoft Office suite of applications).
• High level of discretion and professionalism when handling confidential information.
• Adaptability to fast paced environment.