Japanese-Speaking Executive Support & Business Coordination Specialist

In this role, you will:

• Provide professional administrative and coordination support to senior leadership
• Manage diaries, appointments, meeting schedules and related follow-up actions
• Coordinate internal and external meetings, including agendas, notes and documentation
• Prepare correspondence, memos, meeting notes and other business documents as required
• Support a small executive support function with coordination and administrative tasks when required
• Assist with guest, visitor and stakeholder coordination in a professional and friendly manner
• Support travel bookings and related administration
• Liaise with internal and external stakeholders in a professional manner
• Assist with document preparation, reporting support and general business correspondence
• Support small projects, action tracking and process improvement where required
• Maintain accurate records and follow up on key tasks and deadlines
• Handle confidential information with professionalism and discretion
• Help create structure and clarity in a busy, fast-moving business environment

To be successful in this role, you will ideally bring:

• Fluent Japanese and strong business-level English communication skills
• Previous experience in PA, EA, executive support, office coordination or senior administration
• Experience supporting senior managers, executives or business owners
• Strong written and verbal communication skills
• Excellent time management and the ability to manage competing priorities
• High attention to detail and strong follow-through
• Confidence using Microsoft Office, including Word, Excel and PowerPoint
• Professional judgement, maturity and discretion
• A proactive mindset and the ability to think ahead
• Experience working in a multicultural or international business environment will be well regarded
• Exposure to Japanese / Asian business culture would be advantageous, but not essential

• A trusted support role in a professional corporate environment
• Direct exposure to senior-level business operations
• A varied role covering executive support, coordination and administration
• The opportunity to bring structure, improve processes and add real value
• Potential for the role to grow depending on business needs and performance

Take the Next Step:

If you are an experienced PA, EA, Office Coordinator or Business Support professional who enjoys supporting senior leaders with maturity, structure and discretion, we would be pleased to hear from you.

Please apply with your resume. Shortlisted candidates will be contacted directly.

We are seeking an experienced Executive Support & Business Coordination Specialist to provide high-level administrative, coordination and operational support within a professional corporate environment.

This is a part-time contract role suited to someone who is highly organised, calm under pressure, and comfortable supporting senior decision-makers with diary coordination, stakeholder communication, meeting preparation, documentation and general business support.

The role will suit a polished PA, EA, Office Coordinator or Business Support professional who enjoys working across multiple priorities and helping senior leaders stay focused on important business matters.

You will be involved in a range of executive support and coordination tasks, including scheduling, meeting support, correspondence, travel coordination, internal communication, visitor coordination and ad-hoc project administration.

This is a trusted role where discretion, maturity and attention to detail are essential.

Location

Melbourne CBD

Working Hour

Part-time, approximately 20 hours per week.

12 months contract

This is an initial 12 months contract role, with potential for extension depending on business needs and performance.

Start From

Immediate commencement preferred, but negotiable for the right candidate.