Executive Assistant

Executive Assistant Position Summary

The Executive Assistant provides comprehensive high-level administrative coordination and operational support to the General Manager and Hotel Manager. Acting as a trusted partner and central point of coordination this role ensures the seamless flow of information effective prioritization of executive activities and professional representation of the hotel at the executive level.

Key Responsibilities

Executive & Strategic Support
Provide confidential proactive executive support including complex calendar management scheduling travel arrangements and meeting coordination.
Anticipate executive needs manage priorities and ensure timely follow-up on commitments and action items.

Communication Translation & Interpretation
Act as a key liaison between executive leadership internal departments ownership brand partners and external stakeholders.
Screen draft translate and manage correspondence emails and documents in Japanese and English.
Provide consecutive interpretation support for meetings calls and engagements as required.
Prepare agendas presentations reports and briefing materials in line with luxury brand standards.
Attend executive committee and departmental meetings; accurately record and distribute minutes and follow up on actions.

Operational Administrative & HR-related Support
Manage documentation filing systems records and confidential materials with the highest level of accuracy and discretion.
Support expense tracking invoicing budget monitoring and internal approvals as required.
Manage monthly attendance administration including attendance systems timesheets and related reporting.
Coordinate VIP arrangements executive-level events owner meetings audits and brand-related activities.
Support hotel initiatives and cross-departmental projects by tracking timelines deliverables and reports.
Support CSR activities and other hotel-wide initiatives as required contributing to community engagement and corporate responsibility efforts.

Support Operational departments as required in peak volume period.

Brand & Service Excellence
Represent the hotel and brand professionally in all interactions with guests owners and senior stakeholders.
Ensure service delivery and administrative practices align with brand standards policies and procedures.

Working Conditions

This position is based on-site.
Weekend and public holiday work may be required depending on operational needs events and executive schedules.

Qualifications & Experience

Native-level Japanese and advanced business-level English are required.
Proven experience as an Executive Assistant Executive Secretary or in a senior administrative role.
Strong written and verbal translation and interpretation capabilities preferred.
Exceptional organizational communication and multitasking skills with strong attention to detail.
Demonstrated professionalism discretion and ability to handle sensitive information.
Experience in luxury hospitality or multinational environments preferred.
Background in the Rooms division of an international hotel is an asset.