Executive Secretary

As an Executive Secretary to the Country Head, you will provide comprehensive executive, administrative, and coordination support to the Country Head and Branch Management. Acting as a trusted coordination partner, you will facilitate effective communication, schedule management, information flow, and follow-up of management actions across departments and stakeholders.

The role requires close collaboration with senior management, department heads, Head Office, Regional offices, and external stakeholders to support management governance, executive decision-making, strategic initiatives, and branch-wide coordination activities. You will be responsible for managing executive schedules, preparing management materials, coordinating meetings and communications, monitoring action items, and supporting organizational and administrative matters related to the Country Head and Branch Management.

In addition to executive secretarial responsibilities, you will support selected Planning Department activities, including management support, coordination of senior management business trip, strategic initiatives, and cross-departmental projects as assigned. You will contribute to the efficient operation of the Branch by enhancing management coordination, improving communication effectiveness, and supporting the execution of key management priorities and initiatives.

How You'll Make an Impact

• Provide comprehensive executive and administrative support to the Country Head, including calendar management, meeting coordination, travel arrangements, and management of day-to-day priorities.
• Prepare, coordinate, and manage management meeting materials, presentations, reports, minutes, and follow-up actions for the Country Head and Branch Management.
• Facilitate effective communication and coordination between the Country Head, Branch Management, Head Office, Regional Offices, and internal and external stakeholders.
• Monitor and follow up on management decisions, action items, strategic initiatives, and branch-wide projects to ensure timely execution and completion.
• Support management governance activities, including coordination of management meetings, governance committees, reporting requirements, and management-related documentation.
• Assist in the preparation of executive correspondence, announcements, speeches, presentations, and other communication materials.
• Identify opportunities to improve executive support processes, communication effectiveness, and operational efficiency.
• Perform other duties that may be assigned by the Country Head, Branch Management, and Department Head.

What Sets You Apart

Required Qualifications

• Bachelor's Degree in Business Administration, Management, Communications, Economics, Finance, or a related field.
• Minimum of 1-3 years of experience as an Executive Secretary, Executive Assistant, Management Support Officer, or in a similar executive support role.
• Experience supporting senior executives, management teams.
• Strong organizational and coordination skills with the ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Strong stakeholder management and interpersonal skills.
• High level of professionalism, discretion, and confidentiality when handling sensitive information.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Preferred Qualifications

• Experience in banking, financial services, or multinational organizations.
• Experience supporting Country Heads, CEOs, Managing Directors, or other senior executives.
• Experience working with regional and Head Office stakeholders.
• Experience preparing executive-level presentations, reports, meeting materials, and correspondence.
• Experience supporting cross-departmental projects and executive-level communications.
• Fluency in Japanese.
• Professional certifications related to administrative management, project management, or executive support are an advantage.