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Executive Assistant - Head of Mission (HOM) at the Australian Embassy in Tokyo (expired)

Australian Embassy / オーストラリア大使館

Australian Embassy / オーストラリア大使館

Job ID
125319
Location
Minato-ku, Tokyo, Japan
Post date
Jan 24, 2018
Industry
Civil Services (Government)
Function
Executive Assistant, Secretarial, Receptionist
Work Type
Full Time / Experienced (Non-Manager)
Salary
¥424,983 / Month

Requirements

  • English: Native level
  • Japanese: Business level
  • 1. Solid Japanese ability and due to this requirement the position is open to Australian citizens only (i.e. not dual nationals).
  • 2. Superior time management and extensive multi-tasking skills to ensure proper prioritisation of tasks and accurate and timely delivery
  • 3. Excellent computer skills in a range of software (particularly Microsoft Word and Excel).
  • 4. Effective liaison, negotiation, presentation skills and sound decision making under minimal direction
  • 5. Sound knowledge of Australian and Japanese Government agencies and protocols

Description

Executive Assistant - HOM
Provide executive assistance to the Head of Mission (HOM) and the Executive at the Australian Embassy in Tokyo.

This position is a Designated Security Assessment Position (DSAP). Employment is subject to obtaining and retaining an Australian security clearance. Due to this requirement, the position is open to Australian citizens only (i.e. not dual nationals).

The key responsibilities of the position include, but are not limited to:

· Manage the HOM office and provide administrative, secretarial and research support in English and Japanese
· Build and maintain a wide network of information and key stakeholder contacts
· Manage all HOM correspondence, includes translation/interpretation of correspondence and preparation of letters for signature
· Provide high-level support and appointments for visits by Australian Ministers and senior officials
· Coordinate schedules, make arrangements for HOM meetings and appointments with
government ministers and officials, diplomatic officials, senior business leaders, academics,
media representatives and other high-level stakeholders
· Update HOM online database following meetings and appointments
· Liaise between HOM and internal staff across the Mission and Consulates, as well as with other
embassies, government officials and the private sector
· Task relevant staff across the Mission on behalf of HOM and coordinate preparation of briefing
material for meetings, reports, speeches and any regional travel programs
· Arrange HOM travel including flights, transport, hotel and acquittal of advances
· Oversee transport arrangements for HOM in consultation with Transport & Mail Supervisor and
Drivers
· Supervise the HOM Social Secretary, including training and performance management
· Liaise with HOM Social Secretary and with HOM residence staff regarding HOM’s official
functions
· Maintain HOM files including in the electronic filing system (EDRMS)
· Escort HOM visitors and provide hospitality as required
· Liaise with HOM Spouse when accompanying the HOM on representational functions and travel
and provide any advice and guidance cultural and protocol requirements
· Assist in support of the Executive area (DHOM and Minister-Counsellor) including working
closely with the Executive Assistants of the DHOM and the Minister-Counsellor

Qualifications/Experience

· Advanced English and Japanese written and verbal communication skills
· High-level awareness of sensitive and pervasive Japanese etiquette, cultural sensitivities
· High-level communication and interpersonal skills
· Superior time management and extensive multi-tasking skills to ensure proper prioritisation of
tasks and accurate and timely delivery
· Effective liaison, negotiation, presentation skills and sound decision making under minimal
direction
· High level of flexibility and motivation to achieve results
· High-level office management skills and ability to provide advice and guidance to staff
· Advanced computer skills in Microsoft Office Suite (particularly Word, Outlook and Excel)
· Sound knowledge of Australian and Japanese Government agencies and protocols
· Experience working in a foreign mission is an advantage

Applications for this position will be received until 9 AM on 21st of February, 2018.

Last modified on September 2, 2019

The above information is a public job ad. This job ad is neither an offer nor a contract.

This job is no longer available.

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