Japanese Speaking Secretary

【About HOBAN / Staff Solutions Australia】Established in Melbourne in 1965, HOBAN / Staff Solutions Australia is the only Japanese-owned recruitment company in Melbourne, with our parent company, Brexa Holdings, headquartered in Tokyo, Japan.

We specialise in bilingual recruitment services across Japanese, Chinese, and Korean markets, reflecting our strong commitment to multicultural talent solutions through our dedicated "HOBAN / Staff Solutions Bilingual" division.

With offices strategically located across five locations - Melbourne CBD, Dandenong, Truganina, Mickleham, and Geelong - we provide tailored recruitment and workforce solutions to clients across a broad range of industries throughout Victoria.

Position Overview

We are seeking a professional and well-presented Japanese Speaking Secretary to provide dedicated secretarial and administrative support to a senior executive within the company.

This role involves managing day-to-day administrative duties, coordinating schedules and meetings, handling correspondence, and ensuring smooth communication in both Japanese and English. The successful candidate will possess excellent organisational skills, strong attention to detail, and a professional manner, together with a sound understanding of Japanese business culture and etiquette.

This position is well suited to an individual who is reliable, discreet, and capable of maintaining a high level of professionalism in a corporate environment.

Key Responsibilities

• Provide dedicated secretarial and administrative support to one senior executive
• Manage calendars, appointments, meeting schedules, and travel arrangements
• Prepare documents, reports, presentations, and business correspondence in both Japanese and English
• Coordinate internal and external meetings, including agenda preparation and minute taking
• Act as a liaison between Japanese-speaking stakeholders and local staff members
• Screen and manage phone calls, emails, and general enquiries in a professional manner
• Handle confidential information with a high level of discretion and professionalism
• Maintain organised filing systems, records, and company documents
• Support general office administration and perform ad hoc duties as required
• Assist with communication and coordination with external clients, suppliers, and internal departments

Key Requirements

• University degree (preferred but not essential)
• Native-level proficiency in Japanese (written and spoken)
• Business-level English communication skills (written and spoken)
• Previous experience in a secretary, executive assistant, or administrative support role will be highly regarded
• Strong understanding of Japanese business culture, etiquette, and professional communication standards, including Keigo
• Excellent organisational, coordination, and time management abilities
• High level of attention to detail with the ability to manage multiple priorities effectively
• Proficiency in Microsoft Office Suite, including Word, Excel (Pivot Tables, VLOOKUP etc.), Outlook, and PowerPoint
• Professional presentation, communication, and interpersonal skills
• Reliable, discreet, and capable of handling confidential information with professionalism
• Ability to work independently while maintaining a high standard of accuracy and efficiency

Work Arrangement

• Permanent full-time role (Monday to Friday, 5 days per week in the office)
• Full-time onsite position, with potential hybrid flexibility (WFH may be considered once the candidate is fully trained, established in the role, and has built trust with the manager)
• Must have full working rights in Australia, including:
• Australian Citizen
• Permanent Resident (PR), including bridging visa to PR
• Partner Visa holders, including bridging visa to Partner Visa
• Unfortunately, applicants on Working Holiday, Student, or Postgraduate visas are not eligible for this position
• Location: Melbourne, Victoria

At HOBAN we encourage applications from people with disability, people from diverse cultural and linguistic backgrounds, people of all genders, LGBTI people, and Aboriginal and Torres Strait Islander people.

We provide reasonable adjustments; including alternate formats to the recruitment process for individuals with disability. If you require an adjustment to be made during the recruitment process, please email our Adjustments Coordinator at adjustments@hoban.com.au or visit hoban.com.au/adjustments for additional contact details.