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■The Stage is a Global Corporation! How to Become a Brilliant International Secretary
If you are considering a career as an international secretary, you might be wondering what kind of experience or qualifications are required. While language skills are certainly essential for the role, there are actually many other qualities sought after as well.
■ What are the basic duties of a secretary?
Before diving into the specifics of an international secretary, let’s first understand the fundamental duties of a secretary. Secretaries are primarily responsible for managing their boss's schedule, handling visitors, preparing documents, and managing various administrative tasks. Essentially, a secretary handles a wide range of duties to support their boss. Regarding schedule management, they organize the boss's agenda—including meetings, business negotiations, and social engagements—to ensure everything runs efficiently. Since schedules often change, the ability to flexibly adjust plans while considering priorities is crucial. Handling visitors and phone calls is another key part of the job; secretaries must respond politely and professionally, adhering to business etiquette to ensure the boss makes a positive impression. Deciding whether or not to put a caller or visitor through to the boss is also part of the role. Additionally, secretaries provide behind-the-scenes support by preparing meeting materials and keeping the office organized. These basic duties remain the same even when working for a foreign-affiliated company.
■ What is an international secretary?
An international secretary supports foreign presidents or executives at foreign-affiliated companies or firms with global operations. While some of these bosses may speak Japanese, daily communication is usually conducted in English. Therefore, a high level of fluency—sufficient to handle business matters without hindrance—is essential. Because the role involves working with top-level management, secretaries handle important clients and visitors from headquarters, as well as manage and coordinate the busy schedules of the executives they support. They arrange business trips and meetings, which often entails preparing meeting materials and sometimes even participating in the meetings themselves. Meetings are frequently conducted via telephone or video conference, and the role often includes tasks such as interpreting and translating meeting materials.
■ What are the benefits of becoming a secretary at a foreign-affiliated company?
English is naturally used in business settings at foreign-affiliated companies. Since secretaries work closely alongside their supervisors and must speak English, the ability to utilize one's English skills is arguably the greatest advantage of this role. Individuals with business-level English proficiency can advance their careers by working as secretaries in these companies. Another benefit is the opportunity to observe—up close—how key executives involved in management operate. Because these companies often conduct business globally, the work tends to be highly rewarding. Additionally, if you are lucky, you might even have the chance to dine at high-end restaurants with your supervisor.
■ What are the downsides of becoming a secretary at a foreign-affiliated company?
While the ability to use English skills is a major draw, there are also downsides to consider. For one, you will encounter various types of supervisors. Your supervisor might be a foreign national or a Japanese national, and personalities will vary accordingly. Since secretaries must adapt their working style to suit their supervisor, the job can often be challenging. Furthermore, supervisors at foreign-affiliated companies often change every three years or so, requiring you to figure out a new supervisor's working style each time. Finally, the role places you in a position where you are privy to confidential company information. While this is true for Japanese companies as well, the burden of maintaining strict confidentiality can be considered a disadvantage.
■ What skills are required for an international secretary?
The foreign presidents and executives you support come from diverse nationalities and backgrounds. Therefore, regardless of your supervisor's personality, you need the ability to provide attentive care and quickly deliver the support they require to ensure operations run smoothly in Japan. Additionally, at foreign-affiliated companies, senior leaders—such as presidents or executives—may suddenly return to their home countries or change jobs. Working as an international secretary can lead to sudden changes—such as losing a job due to circumstances, or conversely, being recruited with a lucrative offer by a boss moving to a new company because your work was highly valued. This role demands a comprehensive set of skills: the flexibility to adapt to such changes, advanced business etiquette, computer proficiency, and strong language abilities.
■ What kind of person is suited to be a secretary at a foreign-affiliated company?
First and foremost, a person suited for this role possesses strong language skills. Since the job is impossible without the ability to communicate with one's boss and employees from client companies, language proficiency is a fundamental prerequisite. It is worth noting that even Japanese companies—not just foreign-affiliated ones—are increasingly expanding their operations globally; consequently, the demand for personnel with high-level language skills is expected to rise further. Next, those who are attentive to others' needs are well-suited for this career. A secretary needs the attentiveness to anticipate what a boss requires before instructions are even given and to make preparations in advance. The ability to fully commit to a supportive role is also crucial. The secretary's job is fundamentally about supporting the boss, not taking the lead and managing tasks independently. No matter how capable someone is, they are likely unsuited for the role if they cannot tolerate not being the central figure. Finally, the ability to maintain confidentiality and keep sensitive company information secure is essential.
■ What is the salary for a secretary at a foreign-affiliated company?
Secretaries at foreign-affiliated companies are required to have high-level language skills. Although the number of Japanese people who speak fluent English is increasing alongside globalization, there is still a shortage of such talent. As a result, secretaries at foreign-affiliated companies generally command higher salaries than standard secretaries. While it depends on the industry and specific duties, the average annual income for such secretaries is said to be around 5 to 7 million yen. For temporary or dispatched positions, the market rate is typically 3,000 to 5,000 yen per hour. In any case, one can expect to earn a higher income compared to working as a standard secretary. ■ How can you prepare to become an international secretary?
For international secretaries, aptitude, skills, and experience are highly valued, and compatibility with one's supervisor also plays a significant role in the job. However, since the requirements of the role evolve over time, continuous learning is essential. One effective approach is to pursue certifications that demonstrate your competence as an international secretary; prominent examples include the CBS (Certified International Secretary) and the CAP (Certified Administrative Professional). The CBS is designed specifically to train international secretaries, while the CAP is a certification originating in the United States. Preparing for these exams requires studying a broad range of subjects beyond standard secretarial duties, including accounting, IT, and business management. Furthermore, since these certifications require recertification every five years, the process of learning continues even after you have obtained the qualification.
■ Becoming a secretary at a foreign-affiliated company requires a comprehensive skill set!
The primary difference between a secretary at a foreign-affiliated company and a standard secretary is the requirement for foreign language proficiency. While the core duty remains supporting a supervisor, you will likely be required to communicate in a foreign language across a wide variety of situations. Because the role demands both fundamental secretarial skills and business-level language proficiency, it is considered a challenging career path. Nevertheless, if you are looking to advance your career, it is certainly a goal worth pursuing.
【 TransACT Group 】
