Executive Assistant

Executive Assistant

Job Overview

UD Trucks is known for our pioneering technologies and products within the commercial automotive industry.

Role Description

• To support the SVP International Sales; besides providing executive support, the Executive Assistant will support the governance of the function and act as a coordinating glue for the dispersed team in multiple locations.
• Meeting coordination including management meetings

Responsibilities and Duties

• Completes a variety of administrative tasks for SVP International Sales & VPs including:
  • Managing the calendar of appointments
  • Completing expense reports in a timely manner and follow-up on payments
  • Composing and preparing correspondences
  • Working closely with the travel agency to ensure that best flight options and fares are offered
  • Arranging complex and detailed travel plans, itineraries and agendas
  • Compiling documents for travel-related meetings
  • Keep track of all expiring travel documents (passport and visa) to ensure hassle free travels
• Plans, coordinates and ensures schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the SVP’s time and office
• Researches, prioritizes, and follow-up on incoming issues and concerns addressed to the SVP, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication within UDIS demonstrating leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the SVP to keep him well informed of upcoming commitments and responsibilities, and following up appropriately
• Successful completion of critical aspects of deliverables with a hands‑on approach, including drafting acknowledgement letters, personal correspondences and other tasks that facilitate the SVP’s ability to effectively lead the organization
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

Management of meeting/events

• An adjunct member of the function management meetings, including assisting in the scheduling of meetings and attending all meetings
• Coordinating various meetings/governance function management meetings, and other governance both onsite and offsite
• Follow-up on open issue logs and ensure timely closure
• Indirect support to all management team members
• Provide support to JV cooperation meetings when necessary

Office administration support & security

• Provide general support to visitors, greeting them professionally and arrange their access to workspace and IT support
• Crisis management support to team for admin and security matters

Minimum qualifications

• Degree in Business Administration and/or appropriate academic qualification preferred
• More than 8 years of work experience in strategy and product management, preferably in multinational company in the commercial vehicle or automotive industry
• Proven 5 to 8 years of experience in senior executive support required
• Excellent organizational/administrative skills with ability to prioritize and multitask in a fast paced environment
• A can‑do mindset with high drive and energy – i.e. willingness to ‘Go the Extra Mile’ when required
• Robust personal credibility, integrity and creativity
• Comfortable to work in a culturally diverse environment
• Strong coordination and collaboration capability
• Japanese Language is preferred for collaboration with HQ purposes

About UD Trucks

Part of the Isuzu group, UD Trucks is a global leading international commercial vehicle solutions provider headquartered in Japan. At UD Trucks, we are defining the next generation of smart logistics solutions through advanced innovations in automation, electro mobility and connectivity. UD Trucks develops, manufactures and sells a wide range of heavy, medium and light‑duy trucks, operating in more than 60 countries across all continents. Our trucks and people go the extra mile for our customers and business partners, day in and day out.

We are an 8,000+ strong team of colleagues with 40 nationalities who bring diversity and passion in delivering our products and services. We trust each other, work collaboratively and embrace change. At UD Trucks, our purpose is Better Life – to make life better for people and the planet. We have developed a culture that promotes: Diverse and friendly culture – Strong culture of diversity and inclusion, organizing annual events, daily activities and open communication platforms including various internal voluntary networks. Empowered growth – Global exposure and growth opportunities across functions and countries through internal mobility system and self-driven career opportunities, building a learning organization by enabling self-managed learning supported by the UD Academy. Flexibility with trust – We continue to fully support both remote working (where and when applicable) and flexible working hours, we actively encourage our colleagues to maintain a good work/life balance. You will have the autonomy and flexibility to split your working time between both our wonderful, modern and equipped HQ and remotely.

UD Trucks is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all our colleagues.