Word,PowerPoint and Excel
Open To Work
Megumi Kaku
Executive Secretary And Business Management Manager
Suginami-ku,13
Summary
Executive Secretary:
Results-driven administrative professional prepared to excel in high-pressure environments. Known for managing executive schedules, coordinating travel arrangements, and streamlining office operations to enhance efficiency. Emphasizes team collaboration and adaptability to meet evolving organizational needs, with skills in time management and problem-solving.
Management assistant:
Skilled management professional with strong organizational, communication, and problem-solving abilities. Adept at supporting executives, managing schedules, and coordinating projects to ensure efficiency and effectiveness. Strong focus on team collaboration and achieving results, adaptable to changing needs, and known for reliability. Proficient in Microsoft Office Suite, project management software, and administrative support functions.
Throughout my long career, I have been involved in secretarial and administrative work. While I have a spirit of challenge and a desire to further broaden my scope, I believe that what I should do here and now is to leverage my past experience to further increase my level of expertise. Therefore, rather than waiting for instructions, I aim to act proactively by thinking and taking initiative on my own; to learn from the perspectives of younger colleagues without denying them; to work harmoniously without conflict while valuing human relationships; and to contribute to the company. Also, considering my age, I want to work stably and for a long time. This is what I consider the most important in my job search at present.
Thank you very much for your consideration.
Overview
6
6
Certifications
37
37
years of professional experience
Work History
Administrator
Tominaga Bussan Co.,ltd
02.2025 - Current
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
- Maintained personnel records and updated internal databases to support document management.
- Established an organized filing system that streamlined document retrieval and reduced misplaced files.
- Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
- Coordinated company events and meetings to foster teamwork and boost employee morale.
- Enhanced internal communication by creating a centralized information hub accessible to all staff members.
- Served as a liaison between departments, fostering open communication channels that improved overall organizational function.
- Managed human resources functions, including hiring, onboarding, and employee evaluations for optimal team performance.
- Facilitated communication between departments, ensuring smooth operation and timely completion of projects.
- Streamlined office operations by implementing new filing system, significantly reducing retrieval times.
- Negotiated with vendors to secure more favorable terms, resulting in cost savings for office expenses.
- Implemented new email management strategy, reducing clutter and improving communication efficiency.
- Managed scheduling for executive staff to ensure optimal time management and productivity.
- Coordinated logistics for annual corporate events, ensuring seamless execution and high attendee satisfaction.
- Optimized supply chain logistics for office supplies, avoiding stockouts and excess inventory.
- Developed and maintained up-to-date database of contacts, facilitating quick and efficient communication.
- Coordinated with IT department to upgrade software, ensuring all systems were up-to-date and running efficiently.
- Educated staff on organizational mission and goals to help employees achieve success.
General Manager of Operations
Skyeyes Consulting Co.,ltd
03.2008 - 03.2016
- Managed budgets, financial forecasts, and resource allocation to ensure achievement of organizational goals.
- Established standard operating procedures that enhanced employee performance.
- Delivered consistent results in challenging market conditions through sound decision-making based on comprehensive data analysis.
- Developed high-performing teams through effective coaching, mentoring, and performance management strategies.
- Optimized supply chain efficiency through vendor negotiations, inventory control measures, and streamlined logistics processes.
- Developed and executed strategic plans for increased productivity, profitability, and overall business growth.
- Established positive and effective communication among unit staff and organization leadership, reducing miscommunications, and missed deadlines.
- Reduced lead times through careful planning.
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Led hiring, onboarding and training of new hires to fulfill business requirements.
- Managed purchasing, sales, marketing and customer account operations efficiently.
- Negotiated price and service with customers and vendors to decrease expenses and increase profit.
- Scheduled employees for shifts, taking into account customer traffic and employee strengths.
Secretary for Chairman
AIG Insurance
04.2005 - 03.2011
- Maintained daily report documents, memos and invoices.
- Handled sensitive information discreetly, maintaining confidentiality when managing personnel files or financial data.
- Answered multi-line phone system and enthusiastically greeted callers.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Managed executive calendars, scheduling appointments and meetings to optimize time management.
- Responded to emails and other correspondence to facilitate communication and enhance business processes.
- Scheduled appointments and conducted follow-up calls to clients.
- Provided clerical support to company employees by copying, faxing, and filing documents.
- Contributed to a positive work environment by providing support to colleagues when needed in various tasks or projects.
- Provided exceptional customer service by promptly addressing inquiries and resolving issues professionally.
- Maintained accurate records of office expenses, assisting in budget preparation and cost control efforts.
- Assisted in event planning and execution for company functions such as conferences, workshops, or social gatherings.
- Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
- Coordinated travel arrangements for senior staff, ensuring smooth business trips with minimal disruptions.
- Organized travel arrangements for executive team, ensuring smooth logistics for multiple international trips.
- Maintained executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences.
- Assisted in preparing detailed reports for management, enabling informed decision-making.
Executive Secretary to the Vice President of HR
Coca-Cola
11.1996 - 03.2005
- Enhanced executive productivity by efficiently managing the Vice President''s calendar, scheduling meetings, and coordinating travel arrangements.
- Organized successful events for company-wide initiatives by coordinating logistics, managing invitations, and overseeing event execution.
- Contributed to strategic decision-making by conducting research, preparing reports, and presenting findings during high-level meetings.
- Reduced expenses through diligent monitoring of budget allocations for departmental needs such as supplies or equipment purchases.
- Strengthened professional relationships with key industry partners through regular communication efforts on behalf of the Vice President.
- Promoted a positive work environment through effective conflict resolution tactics when addressing interpersonal issues among team members.
- Optimized meeting effectiveness with thorough preparation including setting agendas, distributing materials in advance, taking minutes during discussions, and following up on action items postmeeting.
- Handled confidential information in professional manner.
- Coordinated travel arrangements and bookings for executive staff.
- Organized and updated schedules for executives.
- Handled scheduling for executive's calendar and prepared meeting agenda and materials.
- Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
- Worked with senior management to initiate new projects and assist in various processes.
- Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
- Coordinated events and worked on ad hoc projects.
Secretary to the General Manager
Hewlett Packard, HP
06.1994 - 10.1996
- Facilitated productive meetings by preparing agendas, taking minutes, and following up on action items assigned to attendees.
- Assisted in hiring new employees by coordinating interviews, conducting reference checks, and participating in final selection decisions.
- Organized events and conferences, ensuring successful execution through meticulous planning and coordination efforts.
- Handled confidential information with discretion, protecting sensitive company data from unauthorized access.
- Served as a liaison between departments, facilitating communication and collaboration for smooth operations.
- Coordinated travel arrangements for the General Manager, resulting in seamless business trips with minimal disruptions.
Secretary and Administrator
Japan Airlines
04.1989 - 05.1993
- Maintained electronic filing systems and categorized documents.
- Entered data into system and updated customer contacts with information to keep records current.
- Promoted a positive image of the organization through clear communication both internally with colleagues and externally with clients.
- Utilized advanced software programs for data entry tasks that increased accuracy while minimizing errors.
- Managed sensitive and confidential information with discretion, upholding integrity of executive communications.
- Conducted research for special projects, contributing valuable insights that informed strategic decisions.
- Supported project management activities, contributing to timely completion of key initiatives.
- Improved office workflow by redesigning document submission process.
- Facilitated inter-departmental communication to ensure all parties were informed of key updates.
- Coordinated meetings and events, arranging logistics for over 50 corporate gatherings.
- Managed incoming and outgoing correspondence, maintaining confidentiality and timeliness.
- Improved document management with introduction of new digital archiving system.
- Managed filing system, entered data and completed other clerical tasks.
- Assisted coworkers and staff members with special tasks on daily basis.
- Established administrative work procedures to track staff's daily tasks.
- Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
- Opened and properly distributed incoming mail to promote quicker response to client inquiries.
- Supported company leaders by managing budgets, scheduling appointments and organizing itinerary.
- Improved team productivity with introduction of shared online calendar for tracking deadlines and appointments.
- Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
- Maintained personnel records and updated internal databases to support document management.
- Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
- Coordinated company events and meetings to foster teamwork and boost employee morale.
- Prepared professional correspondence, including memos, letters, and emails, ensuring accuracy and timeliness.
- Organized travel arrangements for executive team, ensuring smooth logistics for multiple international trips.
- Maintained executive appointment schedules by planning and scheduling meetings, conferences, and teleconferences.
- Assisted in preparing detailed reports for management, enabling informed decision-making.
Education
MBA - Graduate School of Management
Graduate School, Waseda Univ.
Tokyo, Japan 04.2001 -
Secretary - English Secretary
Kanda Institute of Language
Tokyo03-1989
English Literature - English Literature
Toyo Eiwa Jyogakuin
Yokohama, Japan03-1989
Skills
Office administration
MS office
Administrative support
Document preparation
Executive support
Travel arrangements
Guest relations
Budgeting expertise
Employee engagement
Staff management
Operations management
Human resources management
Staff discipline
Performance management
Department organization
Excellent communication
Multitasking
Business leadership
Cost reduction
Software
Certification
2Nd Grade, Secretaeial Skill
Work Preference
Job Search Status
Open to workWork Type
Full TimeLocation Preference
On-SiteSalary Range
¥0/hr - ¥1000/hrTimeline
Administrator
Tominaga Bussan Co.,ltd
02.2025 - Current
Mental Health ManagementⅡ(Line care course)
12-2008
MBA
03-2008
General Manager of Operations
Skyeyes Consulting Co.,ltd
03.2008 - 03.2016
Secretary for Chairman
AIG Insurance
04.2005 - 03.2011
MBA - Graduate School of Management
Graduate School, Waseda Univ.
04.2001 -
Executive Secretary to the Vice President of HR
Coca-Cola
11.1996 - 03.2005
Secretary to the General Manager
Hewlett Packard, HP
06.1994 - 10.1996
Secretary and Administrator
Japan Airlines
04.1989 - 05.1993
Pre1st Grade, English Proficiency Test
11-1988
2Nd Grade, Secretaeial Skill
10-1988
TOEIC820 score
10-1988
1St Grade, English Type
10-1988
Secretary - English Secretary
Kanda Institute of Language
English Literature - English Literature
Toyo Eiwa Jyogakuin