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Executive Assistant to the Ambassador 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
148922
Location
Minato-ku, Tokyo, Japan
Post date
May 10, 2023
Industry
Civil Services (Government)
Function
Executive Assistant, Secretarial, Receptionist
Work Type
Contract / Experienced (Non-Manager)
Salary
¥471,738 / Month

Requirements

  • English: Native level
  • Japanese: Business level (preferred)
  • 1. To be eligible for an Australian Government security clearance, applicants must be Australia citizens. Citizens of New Zealand, UK, USA or Canada may also be able to obtain clearance.
  • 2. Superior time management and extensive multi-tasking skills to ensure proper prioritisation of tasks and accurate and timely delivery.
  • 3. Advanced PC skills, including advanced knowledge of Microsoft Office Suite and electronic filing systems.
  • 4. High-level communication and interpersonal skills, and awareness of Japanese etiquette and cultural sensitivities.
  • 5. Advanced English written and verbal communication skills. Japanese is highly desirable but not essential (JLPT N2 preferred) *For qualifications, please visit our website for more information. 
  • Visa sponsorship available

Description

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

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

• Manage the HOM office and provide administrative support including organising and
maintaining HOM’s program, arranging appointments and meetings with government
and non-government officials and managing the coordination of all correspondence for
HOM and the Post.
• Research and report on policy issues of interest to the Australian Government and provide
high-level advice to HOM.
• Develop and strengthen strategic relationships, negotiate and liaise across a senior level
of network contacts, and maintain productive relationships with key individuals and
organisations as an intermediary for HOM.
• 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 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 Events Coordinator, including establishing work priorities,
monitoring performance, providing regular feedback and identify training and learning
opportunities.
• Oversee supervision of HOM residence domestic staff.
• Liaise with HOM Events Coordinator and with HOM residence staff regarding HOM’s
official functions.
• Maintain HOM files including in the electronic filing system.
• Escort HOM visitors and provide hospitality as required.
• Manage HOM representational and public diplomacy events including managing the
delivery of multiple concurrent events including budget, liaison with stakeholders and/or
function organisers on representational funds, and preparing quarterly representation
acquittals including final guest lists, invoices, and receipts.
• Assist in support of the Executive team including working closely with the Executive
Assistants of the Deputy Head of Mission (DHOM) and the Minister-Counsellor.
• Perform other duties and back up as required.

Applications for this position will be closed on 1 June 2023.

Last modified on June 1, 2023

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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