Executive & Office Assistant

As an Executive & Office Assistant, APJ, you will provide comprehensive support to the APJ Country manager and APJ team. Working under minimal supervision, you are expected to manage daily operations, exercise sound judgment in scheduling and task prioritization, and ensure seamless communication across all internal and external stakeholders.

Responsibilities

Calendar & Communication Management: Independently manage the Country Manager’s dynamic calendar, resolving scheduling conflicts with minimal guidance; Presentation & Material Management: Create and edit visually compelling presentations that align with the leader’s specific messaging and corporate branding; Meeting/Event Management: Prepare, coordinate and moderate meetings hosted by L-team & XL-team including APJ Country Manager, or other internal/external meetings requested; Travel & Expense Management: Coordinate domestic and international travel logistics and maintain meticulous expense reconciliation in strict compliance with company policies; Confidentiality: Handle highly sensitive and confidential information with the utmost integrity and discretion; Visitor & Access Management: Administer office access and guest card via designated systems; Office Management & Support: Oversee office operations in Tokyo, including mail handling, ticketing, local purchasing, snacks, amenities and health & safety processes; Vendor & Project Management: Manage vendors and projects related to the office; Invoicing and Budget: Process office-related invoices and manage budgets aligned with the office global team; Office Events: Plan & support local and global events, handle catering logistics, and assist with event bookings; Amplify company messaging: Actively champions and amplifies company initiatives, regional milestones, and team achievements across internal and external channels; Office Related Request/Ticket Management: Manage and resolve office-related requests submitted through Jira; Onboarding & Offboarding Logistics Support: Work with global office team, local IT and P&C team to manage off- and on-site logistics

Requirements

Fluency in Japanese (reading, writing, and spoken communication); Advanced business-level English (reading, writing, and spoken communication); Bachelor’s degree (BA) or higher; Proficiency in Google Workspace and Mac-based business applications, with the ability to manage technical setup and provide hands-on support for meetings

Benefits

Diverse and internationally distributed team; Open communication, regular feedback; Hybrid work, flexible hours; Virtual Shares; Regular in-person team events; Monthly full-day hacking sessions; 30 days of annual leave; Competitive benefits