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Executive Officer Assistant

Date: 10-Mar-2023

Location: Tokyo, Tokyo, JP

Company: Zespri Group Limited

About Zespri


Zespri is the world’s largest marketer of kiwifruit with over 800  people in New Zealand and throughout Asia, Europe and the Americas.

We  help people, communities and the environment thrive through the goodness of kiwifruit. We sit at the heart of an interconnected industry working with 2,800 growers in New Zealand and 1,500 growers in Italy, France, Greece, South Korea and Japan. We supply the world’s healthiest little superfruits to people in more than 50 countries. We are fruit on a mission.

Our values are at the heart of everything we do. We commit to guardianship; putting people, the community, and the environment first. We are results-driven, challenging ourselves to grow and deliver better value. We cultivate personal connections, listening and acting with empathy and humility – and treating each other better for it.

We are growing quickly, driven by our success in engaging more and more consumers and by offering the world’s best kiwifruit 12 months of the year. We have bold ambitions and aim to grow sales from approximately $3 billion in 2018 to $4.5 billion by 2025.

To achieve our goals, we’re empowering our people to achieve their goals, designing our work for wellbeing, through flexible work practices and self-leadership.

We have bold ambitions for the future and we want all of our people to live and perform at their best.


About The Role




The primary purpose of the Executive Officer Assistant and Team Coordinator, APAC is to support the Executive Officer and the APAC management team through the provision of effective administrative and organisational support. The role will work closely and collaboratively with the Team Assistant for APAC. This role enables the effective and efficient functioning of the team they support, working alongside their Executive Officer and the management team.

This means taking responsibility for all incoming and outgoing workflow, facilitation of relationships between the Executive Officer and their direct reports, broader team and external relationships, representing the Executive Officer and the management team when called for, and critically to share information with the Executive Officer that will support and enable the effective delivery of their strategic goals.  

It is important that the role holder has a good understanding of the business, in order to act in the best interests of their Executive Officer whilst undertaking their work.







Assist the Executive Officer for APAC to effectively manage their area:

•    In consultation with the Executive Officer, establish and maintain the operational pulse (meetings, reporting mechanisms, communications structure for the area, including group and individual meetings.)
•    Manage meeting governance as required, scheduling, agenda formation, distribute papers, coordinate presentations, minute taking, action follow up.
•    Coordinate complex scheduling and calendar management, ensuring the Executive Officer is provided with the information and resources they need to prioritise, prepare and undertake their work activities in an informed way.
•    Ensure timely submission of papers and business reporting in conjunction with the EA to Chief Market Performance Officer.
•    Create documents on behalf of the Executive Officer e.g. letters, email responses, meeting briefings, presentations etc. 
•    Effectively and appropriately represent the Executive Officer within the business when they are unavailable. 
•    Lead and engage the support team within the APAC, supporting cross-team collaboration and delivery of full team activities.

Undertake coordination and administration activities and be a champion for administrative excellence for the area.:

•    Manage the flow of information (paper and electronic) including workflows and authorization processes. 
•    Manage phone calls, emails and meeting requests on behalf of the Executive Officer, ensuring all priorities are identified and urgent issues brought to their attention.
•    Diary management, room and equipment bookings, catering, etc. 
•    Arrange internal and external events and meetings including bookings, venue hire and set-up, catering, related travel arrangements.
•    Invoice processing and budget tracking, including resolving invoice queries, vendor management and year end activities.
•    Manage, coordinate, and arrange travel and travel-related activities, including hotel bookings, transportation, detailed travel itineraries ensuring adherence to Zespri’s Travel Policy and ensuring that the routes selected are the most efficient with regards to travel and connection times.
•    Coordinate planning and arrangements for visitors, including hotel, restaurant and transportation arrangement and other related activities.  Visitor management.
•    Provide backup support to Japan Office Manager/ Administration & Facilities Coordinator, Japan when required.
•    As an Executive Assistant this role will be a part of an organisational network of support roles designed to collaborate cross functionally for the effective and efficient operationalisation of organisational initiatives and drive continuous improvement and operational excellence in administrative support.



Qualifications & Experience




•    At least 10 years of secretarial and administrative experience is essential
•    Experience working with senior management is essential
•    Bachelor's Degree preferred
•    Native Japanese language and fluent English level due to the nature of the job



What's In It For You

  • Competitive overall remuneration package, including a Short-Term Incentive scheme opportunity.
  • FlexWELL flexible work ethos
  • Additional paid annual leave day per year (Zespri Day).
  • Additional paid volunteer day to volunteer within your community (Volunteer Time).
  • Global Life and Permanent Disability Insurance.
  • Group Medical Insurance benefits.



Zespri will not accept applications or contact from any temporary staffing agency, placement service or professional recruiter for this vacancy (“Agency”).


Where Zespri requires the support of an agency to fulfil a vacancy, we will proactively seek this support from our network of Agencies.  We respectfully ask that you do not contact Zespri or any of its affiliates/employees regarding vacancies, and reserve the right not to reply.


Zespri will not be responsible for, and will not pay, any fees, commissions or other payments related to such unsolicited resumes.