• Reporting To: Associate Director – Operations & Services
  • Contract: Fixed term until March 2024
  • Hours: Full time (40 hours per week) with occasional out-of-hours requirement
  • Closing Date: Monday 25 October 2021

Purpose of the Role, Key Duties, Key Relationships, Work Environment

Job Purpose

The Executive Assistant will support Japan House in ensuring the efficient, effective, and safe operation of Japan House as a public venue by implementing and overseeing administrative processes. They will provide administrative support to the Directorate and operational departments for Corporate Development, Finance & Compliance, Marketing & Communications, Operations & Services and Programming, making sure the very highest standards are maintained by all staff and third-party contractors. They will ensure compliance across services including building services and facilities management, third-party service providers for cleaning, security, and IT. This will include the preparation and organisation of meetings, information, documentation such as minutes and other records across Japan House.

 

Key Duties

General Administration

  • Responsible for internal meetings organisation. Prepare for and circulate agendas/minutes of key recurring internal meetings which may be conducted in both English and Japanese.
  • Coordination of staff, visitors, consultants, contractors, and service partners operating across JHL.
  • Assist Directorate in the organisation of JHL staff and collaborators travelling to and from Japan including accommodation and transport.
  • Support communication pathways with the incumbent contractors to promptly address any issues arising and obtain contemporaneous updates.
  • Review and audit documentation relating to contract works discharged including engineers’ reports, certification, and O&M Manuals as applicable. Ensure that documentation is available to demonstrate statutory and contract compliance.
  • Design, implement and regulate office operational policies and procedures to support Japan House’s activities.
  • Review and maintain up-to-date Standard Operating Procedures relative to activities on-site across all departments, using standardised templates.
  • Organise, monitor, maintain and audit Japan House’s record-keeping systems, databases, files, and procedures.
  • Manage the recording and scheduling of Japan House’s contractual agreements.
  • Create itineraries and PowerPoint presentations for the Directorate as required in English and Japanese.
  • Assist Directorate in responding to queries, phone calls and invitations by taking forward such contacts as appropriate including liaising with Retail, Restaurant, and other internal colleagues.
  • Ad hoc research/assistance with projects for Directorate.
  • Assist the directorate in the processing of expenses and invoices.
  • Ensure guests meeting on site are well taken care of.
  • Act as secretary to the Directorate, ensuring that the agenda and papers for weekly meetings are prepared on time and to a high standard.
  • Coordinate, plan and deliver monthly and quarterly whole team briefings/meetings. Sourcing venues for larger group meetings where Japan House facilities are not available.
  • Organize the office, maintaining supplies of stationery, furniture, equipment, and welfare supplies. Responsible for maintenance of office equipment, including computers and photocopy machines.
  • Manage Office subscriptions to magazines and online resources.
  • Estimating, recording, and monitoring the office supply budget. Review and approve office supply acquisitions, placing orders, checking deliveries and invoices, as appropriate.
  • Follow up on phone calls and contacts as appropriate.
  • Monitor generic inboxes and disseminate/update information as required, answering emails and postal correspondence with the public, stakeholders, and contractors as well as feedback received through several channels.
  • Monitor, maintain and update the fixed asset register in line with significant purchases made across the business.

Health & Safety

  • Liaise with our external IT provider to ensure Laptop and Mobile devices are set up correctly and delivered as required.
  • Support with IT setup for new joiners to Japan House London.
  • Act as a Microsoft 365 administrator ensuring details are kept up to date across Users, Teams, SharePoint, and Exchange.
  • Coordinate Dynamics CRM Database management, Event set up, Guestlist building and management as well as reporting on key KPI outcomes.
  • Provide administrative support to JHL operational teams for the Health and Safety management of Japan House London premises.
  • Monitor health, safety & compliance activities across Japan House London in accordance with the JHLL’s Health and Safety strategy.
  • Increase H&S awareness and promote a positive H&S culture throughout the local team including the delivery of toolbox talks.
  • Responsible for maintaining, reviewing, and updating internal compliance documentation databases and managing communications regarding health and safety.
  • Support with the required inspection, auditing, record keeping, and document control activities associated with the above.
  • Assist with the scheduling of equipment inspections, maintenance, facilities, etc. Performing remote audits with the Building Assistant and log and tracking equipment on internal asset registers.
  • Manage certificates and ongoing compliance, updating skills and training records while keeping H&S notices updated and distributed throughout JHL.
  • Assist with planning and compiling of Health and Safety reports for meetings and reporting to the Board.
  • Maintain a safe and secure working environment, reviewing and updating health and safety policies and ensuring they are observed.
  • Schedule DSE assessments for staff working from home as required.
  • Assist in the organization and coordination of fire evacuation drills and testing of emergency procedures. Managing health and safety and evacuation procedures within the office.

IT Support

  • Liaise with our external IT provider to ensure Laptop and Mobile devices are set up correctly and delivered as required.
  • Support with IT setup for new joiners to Japan House London.
  • Act as a Microsoft 365 administrator ensuring details are kept up to date across Users, Teams, SharePoint, and Exchange.
  • Coordinate Dynamics CRM Database management, Event set up, Guest list building and management as well as reporting on key KPI outcomes.

MoFA Reporting

  • Coordinating and tracking against JHL Strategic / Annual Plans / Annual Targets producing regular reports for the JHLL Board or EMC against the progress the plans and targets.
  • Compiling completed timesheets for all JHL employees and ensure data included is accurate and displayed in the correct format.

 

Key Relationships

Internal

  • Associate Director – Operations & Services
  • Executive Management Committee
  • Operational Teams for Operations & Services, Programming, Marketing & Communications, Corporate Development and Finance & Compliance.

External

  • Ministry of Foreign Affairs (Japan)
  • Embassy of Japan in London
  • Japan House London Trust
  • Steering Committee
  • Retail and Restaurant Partners
  • Other Suppliers and Contractors

Work Environment
  • The responsibilities of this role will require the job holder to be based primarily on site and there will be limited flexibility for remote working.
  • Based at Japan House London on Kensington High Street
  • Standard 8 hours per day, five days per week
  • Occasional after-hours project-related tasks (evenings and weekends)

Professional Qualifications, Knowledge & Experience

Qualifications

  • Appropriate tertiary qualification (e.g. Diploma in Business Administration, or related business management field) or equivalent
  • Relevant training, licences and certification are advantageous, NVQ, IOSH, NEBOSH, COSHH, CITB
  • Additional training and/or supplementary courses completed in associated administrative, clerical, finance, project management or business areas also advantageous.
  • First Aid & Fire Marshal training beneficial.

Experience

  • Japanese language skills and an understanding of Japanese culture and history is essential.
  • At least 2 years’ professional experience in an administrative or secretarial role with responsibility for executive-level correspondence, H&S compliance, administration, travel, and diary management
  • Exposure to the sector (Museum, Arts, NFP, Visitor Attraction or Heritage Destination) preferred
  • Some experience in management advantageous

Technical Knowledge

  • Health and Safety at Work Act 1974 - Health and Safety in the Workplace responsibilities of both the employer and employee in ensuring there is a safe working environment.
  • Knowledge of accounting, budgeting, and other financial practices
  • High level of proficiency in full MS Office suite
  • Use of other software systems, such as Microsoft Dynamics, beneficial

Capabilities

  • Excellent written and spoken skills in English and Japanese, proficient to high business language standard is essential.
  • Ability to work independently as well as collaboratively
  • A participative team player with an inclusive approach towards all colleagues
  • Excellent interpersonal and communication skills
  • Strong organizational and planning skills
  • Ability to multi-task and prioritize work in a fast-moving environment
  • Attention to detail and problem-solving skills
  • Able to influence people whilst maintaining tact and cultural sensitivity
  • Excellent time management skills
  • A creative mind with an ability to suggest improvements
  • Assimilation and understanding of complex and sensitive information.