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Job Description:

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative support to senior leaders based in Tokyo Headquarters. The Executive Assistant will serve as a trusted partner, managing complex schedules, coordinating domestic and international travel, supporting executive meetings, and ensuring a seamless experience for internal and external stakeholders, including global and regional visitors.

The ideal candidate is detail-oriented, resourceful, able to manage multiple priorities simultaneously, and capable of handling confidential information with discretion and professionalism.

Key Responsibilities

Executive Calendar Management

• Manage complex and dynamic calendars for senior leaders.
• Coordinate internal and external meetings across multiple time zones.
• Proactively identify scheduling conflicts and recommend solutions.
• Prioritize appointments and ensure efficient use of executive time.

Travel & Expense Management

• Arrange domestic and international travel, including flights, accommodations, transportation, visas, and itineraries.
• Prepare detailed travel schedules and briefing materials.
• Process and reconcile travel and entertainment expenses in compliance with company policies.
• Support travel-related logistics and issue resolution.

Meeting & Event Coordination

• Organize executive meetings, leadership reviews, town halls, and off-site events.
• Coordinate meeting logistics, conference rooms, virtual meeting platforms, and catering when required.
• Prepare agendas, presentation materials, and meeting documentation.
• Record meeting notes and track follow-up actions as appropriate.

Visitor & Guest Management

• Coordinate visits from Global, APAC, and external stakeholders.
• Arrange meeting schedules, office access, transportation, accommodations, and hospitality requirements.
• Serve as a primary point of contact for visitors to ensure a positive and professional experience.
• Support site tours, executive meetings, and leadership engagement activities.

Administrative Support

• Prepare correspondence, reports, presentations, and other business documents.
• Maintain organized electronic and physical filing systems.
• Manage confidential and sensitive information with the highest level of discretion.
• Support procurement, purchase orders, and vendor coordination as needed.

Stakeholder Coordination

• Liaise effectively with internal teams, business partners, customers, vendors, and senior executives.
• Build strong working relationships across functions and levels of the organization.
• Facilitate communication and follow-up on key priorities and action items.

Continuous Improvement

• Identify opportunities to improve administrative processes and operational efficiency.
• Participate in departmental and cross-functional initiatives as required.
• Contribute to creating a positive and collaborative workplace environment.

Qualifications

Education

• Bachelor’s degree preferred.
• Equivalent professional experience will also be considered.

Experience

• 5+ years of experience supporting senior executives in an Executive Assistant or Administrative Assistant role.
• Experience supporting multinational organizations and senior leadership teams preferred.
• Experience coordinating international travel and executive-level meetings.

Skills & Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and ability to multitask in a fast-paced environment.
• Exceptional written and verbal communication skills in Japanese and English.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel, Teams).
• Strong interpersonal skills and executive presence.
• Ability to work independently with minimal supervision.
• High level of professionalism, integrity, and discretion.
• Strong problem-solving and prioritization capabilities.

Preferred Qualifications

• Experience supporting regional or global executives.
• Experience coordinating executive visits, leadership events, and international stakeholders.
• Familiarity with travel management systems and expense reporting tools.
• Experience working in a highly matrixed multinational environment.

Core Behaviors

• Proactive and solution-oriented
• Customer-focused mindset
• Strong sense of ownership and accountability
• Collaborative and team-oriented
• Adaptable and resilient under pressure
• Maintains confidentiality and trust

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