Executive Assistant

Why we need this role

This role exists to act as a trusted, high‑impact partner to the CFO Asia and Country Managing Director for Japan, ensuring the smooth and effective execution of strategic and operational priorities.

The Executive Assistant provides senior‑level administrative, organisational and coordination support, enabling the CFO to focus on leadership, strategic decision‑making, and external engagement. By proactively managing schedules, communications, logistics, and cross‑functional coordination, the EA serves as a central point of alignment between internal teams, external stakeholders, and regional and global offices.

You’ll join a fast‑growing, collaborative community of experts, with exposure to senior leadership and the opportunity to grow and develop your career in a genuinely international environment.

What you will do

Executive & Administrative Support

• Proactively manage the Country Manager’s calendar, appointments, and complex meeting schedules.
• Oversee inbox and correspondence management, ensuring timely responses and effective prioritisation of critical communications.
• Act as a gatekeeper, anticipating needs and resolving issues before escalation.

Travel, Expenses & Logistics

• Arrange and manage domestic and international travel, including flights, accommodation, visas (where required), and meeting logistics.
• Prepare, submit, and track expense claims and reimbursements in line with company policies.

Presentation, Reporting & Coordination

• Support the preparation of presentations and materials for internal and external stakeholders, working closely with cross‑functional teams to ensure accuracy and consistency.
• Coordinate follow‑ups, actions, and deadlines arising from key meetings.

Systems & Approvals

• Manage system approvals and administrative processes on behalf of the Country Manager.
• Support payments and approvals related to member associations and other external bodies.

Cross‑Functional & Stakeholder Collaboration

• Work closely with senior management and local teams including Facilities, Front Desk, IT, Finance, HR, Legal & Regulatory, Inclusion Champions, and other local functions to ensure seamless support.
• Liaise with internal and external stakeholders, including partners and government‑related contacts, with professionalism and discretion.

Flexibility & Availability

• Provide support across time zones when required.
• Maintain a consistent and reliable office presence.

What we're looking for

Strategic & Business Acumen

• Confidentiality & discretion: Absolute trustworthiness when handling sensitive and confidential information.
• Judgement & awareness: Understanding priorities in a fast‑moving, senior‑leadership environment.
• Stakeholder Management: Liaising with government officials, partners, and internal teams on behalf of the Country Manager.

Interpersonal & Communication Skills

• Cross‑cultural communication: Comfortable operating in multinational and multicultural environments.
• Relationship building: Acts as a first point of contact, building credibility and strong professional relationships.
• Diplomacy & tact: Handles sensitive or complex situations with calmness and professionalism.
• Language skills: Fluency in both English and Japanese (spoken and written).

Technical & Organizational Skills

• Digital proficiency: Strong working knowledge of MS Office and collaboration tools (e.g. Teams, Zoom, Slido).
• Time & priority management: Able to organise competing demands in a fast‑paced environment.
• Problem‑solving mindset: Proactively resolves issues with minimal direction.
• Technology‑forward: Familiarity with AI‑based productivity tools is an advantage.