Koga Travel Service, Auckland based tour operator specialized in Japanese tourists is currently looking for motivated individual who will be taking on some of the Director's responsibilities as his Personal Assistant. This is because our Director will undertake long-term human resource development for the future generation, pending company's 30th anniversary next year.

You will be required to work more closely with management, deputizing for the Director, making decisions and delegating work to others in the Director's absence by being involved in decision-making processes, as well as delivering outstanding administrative and secretary support to the Director of Koga Travel Service Ltd. The role also involves marketing duties, where you will represent Koga Travel Service Ltd in liaising with our prime contractors for regular promotions of Koga Travel Service’s optional tour package, along with regular meetings and briefings.

The main duties as a Personal Assistant are as follows.
• Liaising with Director, staff members at Koga Travel Service Ltd (Tour Guides, Japanese Speaking Drivers Guides, Transport Operation Manager), Japanese Travel Agents and Tour Operators in New Zealand (prime contractors).
• Acting as a first point of contact: dealing with incoming email, faxes, post and phone calls corresponding on behalf of the Director.
• Managing diaries and organizing meetings and appointments.
• Reminding the Director of important tasks and deadlines.
• Typing, compiling and preparing drafting, amending documents, briefing papers, reports, presentations and correspondence.
• Managing databases and filing systems.
• Carrying out background research and presenting findings.
• Supporting budgeting and bookkeeping procedures.
• Creating and update records and databases with personnel, financial and other data.
• Submitting timely reports and prepare presentations/proposals as assigned.
• Recruiting, hire and develop both Tour Guides and Japanese Speaking Drivers Guides on behalf of the Director.
• Directly supervising staff members (Tour Guides, Japanese Speaking Drivers Guides and Transport Operation Manager) and proactively manage their performance and development including but not limited to performance feedback, appraisals, and corrective actions.
• Communicating with staff members (Tour Guides, Japanese Speaking Drivers Guides and Transport Operation Manager) regularly to ensure they have the information and support needed to perform their jobs effectively and successfully.
• Completing administrative tasks, such as flash report review, bank deposits, revenue posting, staff payroll and bonus, accounts receivable reports and invoice processing correctly and within deadline.
• Setting up pricing for optional tour packages by discussing with Director.
• Maintaining productive business relationship with our prime contractors by promoting our service with regular meetings and briefings.
Required Qualifications and Skills
• Relevant Qualification in Personal Assistant and/ or Experience in Personal Assisting of Executive class for at least 5 years
• Experience and knowledge of Tourism Industry is highly advantage
• Japanese proficiency is essential for dealing with publications and documents written in Japanese targeted for Japanese tourists’ customers as well as directly corresponding with them
• Excellent organizational and time management skills
• Superb written and spoken communication skills
• Excellent computer and administration skills with accuracy and attention to detail
• The ability to research, digest, analyse and present material clearly and concisely.
• Possess a calm and professional manner, a flexible and adaptable approach to work, the ability to use own initiative, tact and discretion for dealing with confidential information.
• Work under pressure to tight deadlines.