Executive Assistant to Minister Counsellor (Political) (expired)
Australian Embassy / オーストラリア大使館
- Company
- Australian Embassy / オーストラリア大使館
- Job ID
- 105624
- Location
- Minato-ku , Tokyo, Japan
- Post date
- Jun 30, 2015
- Industry
- Civil Services (Government)
- Function
- Executive Assistant, Secretarial, Receptionist
- Work Type
- Full Time / Experienced (Non-Manager)
- Salary
- ¥416,500 / Month
Requirements
- English: Native level (preferred)
- Japanese: Fluent (preferred)
- •High level written and oral communication skills in Japanese and English
- •Well developed organisational skills, an ability to prioritise effectively and respond to multi-tasking with careful attention to detail
- •Superior liaison and coordination skills
- •Demonstrated administrative and office management skills, including advanced competency in Microsoft Suite and Electronic Filing Systems
- •Proven flexibility, and ability to work with minimal supervision as a member of a small team in an Australian work environment
Description
About the Position
Provide administrative support to the Embassy Executive and other senior staff as required including assistance with Embassy events and visits on a regular basis.
The key responsibilities of the position include, but are not limited to:
•Provide bilingual support to the Embassy’s executive as required
•Arrange and manage Minister-Counsellor (Political)’s diary
•Liaise and co-ordinate with external contacts and internal staff across Embassy sections
regarding schedules and appointments for executive staff, ensuring contingencies are covered
•Attend to telephone calls and messaging and prepare, dispatch and receive facsimiles, email
and letters in English and Japanese
•Arrange transport, travel, hotel, room and other support service arrangements
•Prepare guest lists, draft and dispatch invitations, manage responses, co-ordinate catering,
room bookings and logistical requirements for Executive and other section’s events. Assist in a
team or individually with logistics for/during functions
•Assist with the provision of support services during high level visits, including staffing of
temporary offices
•Build and maintain internal and external stakeholder relationships and record contact
information in English and/or Japanese
•Liaison with other Embassies in Tokyo (particularly those with accreditation to Australia), and
with relevant agencies in Canberra, concerning bilateral issues, and the handling of related
administrative and protocol issues
•Manage representation expenditure for Minister-Counsellor (Political) and executive staff as
required
•Draft correspondence for the Ambassador and Executive staff as required
•Produce periodical reports as required, including expenditure forecasts for official travel and
events
•Brief new and visiting staff on executive procedures/requirements
•Provide back up support to the DHOM Executive Assistant and the Ambassador’s Social
Secretary roles as required.
•Assist and support the work of other Embassy sections, as instructed.
•Escort visitors and service providers in the Chancery
•Maintain stocks of office supplies
•Report equipment faults and supervise servicing and repairs to equipment when required.
Employment is subject to obtaining and retaining an Australian Security clearance. The position is therefore open to Australian citizens only (i.e. not dual nationals).
Applications addressing the selection criteria and an English CV must be submitted by midnight on Monday, 20 July 2015.
Last modified on September 2, 2019
The above information is a public job ad. This job ad is neither an offer nor a contract.