Executive Assistant

Wirehire; Jakarta Pusat; On-site; IDR 200,880,000 - 312,480,000; Full time

Job summary

Wirehire is seeking a highly sophisticated Personal Assistant to the Board of Directors. You will serve as the operational anchor for the executive leadership team, managing calendars, confidential documents, and cross-cultural communications in English and Japanese.

Your role includes coordinating board meetings, translating key materials, planning global itineraries, and producing board-ready briefings. A minimum of 3 years' experience at EA/Secretary level plus JLPT N2 is required to ensure

Qualifications

• Fluency in written and spoken English and Japanese with JLPT N2 mandatory.
• Minimum 3 years as EA/Board Secretary or PA supporting C-Suite or expatriate execs.
• Proven discretion and handling of confidential enterprise information.
• Strong analytical and organizational capabilities for complex logistics.
• Proficient in PowerPoint, Excel, and Google Workspace for board-ready materials.
• Excellent interpersonal and cross-cultural communication skills.

Responsibilities

• Manage complex calendars and board governance workflows.
• Coordinate board meetings, prepare agendas, and track action items.
• Translate and proofread sensitive documents between English and Japanese.
• Plan international and domestic itineraries and visa logistics.
• Prepare concise executive briefings and data-driven reports.

Skills

English & Japanese fluency

Analytical thinking

Organizational skills

Interpersonal skills

Discretion & confidentiality

Education

JLPT N2 Certification

Tools

Microsoft PowerPoint

Microsoft Excel

Google Workspace

Job description

We are seeking a highly sophisticated, strategic, and bilingual Personal Assistant to the Board of Directors (BOD). In this pivotal role, you will serve as the primary operational anchor and trusted gatekeeper to our executive leadership team, ensuring the seamless execution of high-level corporate governance, stakeholder management, and daily operations.

Key Responsibilities

• Executive Governance & Secretariat Support: Serve as the central administrative pillar for the Board of Directors. Manage, optimize, and fortify highly complex, fluid calendars, ensuring high-priority corporate matters take precedence.
• Bilingual Liaison & Cross-Cultural Advisory: Act as the primary, high-level point of contact between the BOD and key stakeholders, including regional heads, joint-venture partners, and Japanese delegates. Ensure all cross-cultural communications are handled with strict adherence to corporate diplomacy and business etiquette.
• High-Stakes Meeting Management: Spearhead the logistics, agenda preparation, and material distribution for Board Meetings, committee reviews, and strategic alignments. Take definitive, precise meeting minutes in both English and Japanese, and rigorously track action items to ensure organizational accountability.
• Strategic Translation & Document Control: Author, translate, and proofread sensitive corporate documentation, including executive briefings, financial presentations, legal contracts, and official correspondence between Japanese and English. Maintain an absolute standard of data integrity and archiving for confidential files.
• Global Mobility & Logistics Orchestration: Plan and execute seamless, end-to-end international and domestic itineraries for the BOD. Manage visa requirements, complex scheduling across multiple time zones, and precise expense reconciliation.
• Special Projects & Operational Oversight: Manage ad-hoc corporate projects and initiatives directly tasked by the Board. Screen incoming inquiries, analyze briefs, and synthesize information to provide the BOD with concise overviews before critical decision-making.

Job Requirements

• Linguistic Credentials: Exceptional professional fluency in written and spoken English and Japanese. A minimum certification of JLPT N2 is mandatory. Proven competence in utilizing Japanese business-level terminology and written syntax is essential.
• Professional Experience: A minimum of 3 years of progressive experience as an Executive Assistant, Board Secretary, or Personal Assistant directly supporting C-Suite, BOD, or expatriate executives within a multinational or Japanese-affiliated corporate structure.
• Confidentiality & Discretion: An unblemished track record of handling highly confidential, price-sensitive, and strategic enterprise information. Demonstrates mature professional judgment and absolute discretion at all times.
• Analytical & Organizational Acumen: Exceptional organizational dexterity with a proven ability to prioritize heavy, conflicting workloads and manage complex logistics under tight timelines without sacrificing quality.
• Technical & Presentation Skills: Advanced proficiency in Microsoft Office Suite (advanced PowerPoint and Excel are non-negotiable) and Google Workspace. Ability to format and design highly polished, board-ready presentations and data-driven reports.
• Interpersonal & Cultural Demeanor: Impeccable professional presence, emotional intelligence, and interpersonal skills. Comfortable navigating complex corporate hierarchies and interacting with high-net-worth individuals, government officials, and global executives.