Bilingual Secretary

Principal Accountabilities:

Provide overall coordination and administrative support for multiple WDI Projects  at the Tokyo Disney Resort assisting the Project team members, receiving day to day directions from the Project Delivery Supervisors including:

＜Project Communication>

• Assist in ensuring smooth and effective communication both within the division, as well as between the divisions and other points of contact (WDI, other WDAJ divisions, other Disney contacts, and OLC counterparts).
• Act as coordinator for information exchange between WDI, OLC, General Contractors and Vendors as needed.
• Handling business communication via email, phone.

＜Project Scheduling & Agenda Coordination>

• Coordinate meeting and field review schedules for all of the field office staff including assignments of interpreters.  (Project Office staff will fluctuate, but may need to support up to twenty-five (25) people.)
• Maintaining the Project Office calendar and contacts in Outlook.
• Arranging schedules, rooms, interpreters and IT equipment for division.
• Support and coordinate project business trip/work session agendas making sure all the required logistics are being met.

Note: Above 2 categories comprise majority of work responsibilities

＜Project Administration>

• Preparing, filing and maintaining documents as necessary: Communiques, Transmittals, Expense reports, Business Trip Notification, emergency contact list, correspondences, etc.  (English and Japanese).
• Arrange business trip logistics for WDI/J Project Staff.
• Process time sheets, expense reports, vacation and leave requests and other administrative work as needed.
• Compiling input for creating agendas, presentation materials and reports.
• Arrange team meeting lunches, including ordering, room setup, cleanup and overall logistical support for catering and food delivery personnel.

＜Project Documentation>

• Act as processing center for all of the submittals and documentation release.
• Ensure all of the project documentation and log files are up to date.
• Preparing invoices, documents and receiving Project shipments (DHL, Yusen, etc.).

＜Project Site Tours>

• Provide transportation as needed.
• Receive and facilitate guests for meetings and site logistics.
• Planning and facilitating events.
• Prepare PPE and required Safety Equipment for Visitors.
• Having knowledge of the site and participating on site walks as necessary.
• Support facilitating senior executive site tours and events as necessary.

＜Project Miscellaneous>

• Support the project field office administrative team to balance workload.

Required Knowledge and Skills:

• Minimum 3 years professional work experience.
• Excellent verbal and written communication skills in both English and Japanese.
• Ability to multi-task and work in a demanding project office environment.
• Ability to think and act strategically.
• Ability to work effectively as a team player.
• Strong interpersonal skills, ability to interface with all levels of staff.
• Ability to coordinate, prioritize, and execute projects on deadline.
• Strong administrative skills and organizational proficiency.
• Proven advanced Microsoft Office knowledge, including expertise in Outlook, Excel, Word and PowerPoint.
• Flexible to work early mornings, evenings and weekends when the necessity arises.
• Driver’s license (valid in Japan) and willing to drive

The position is a contract position reviewed annually for renewal. The total employment term will not exceed three years.