Executive Assistant - Global HR & Leadership Support in Tokyo
About the job
Join a global IT and e-commerce leader as an Executive Assistant, providing high-level strategic support to senior leaders across global HR. In this role, you will manage complex schedules, international travel, cross-regional initiatives, and executive priorities in a fast-paced, multinational environment. This position requires strong judgment, exceptional coordination skills, and the ability to act as a trusted partner to directors and global stakeholders.
Key Responsibilities
- Manage complex, multi-time-zone calendars and schedules for senior leaders, ensuring seamless prioritization and coordination.
- Plan and execute domestic and international travel arrangements, including multi-day itineraries, meetings, and expense management.
- Coordinate department-wide meetings, strategic planning sessions, and leadership reviews, managing logistics, materials, and follow-up actions.
- Maintain confidential documents, internal resources, and team materials with accuracy and discretion.
- Capture meeting outcomes, track action items, and ensure timely follow-through on decisions.
- Facilitate communication between leaders and regional teams, independently resolving queries when appropriate.
- Translate and manage bilingual communications as needed, ensuring accuracy and cultural understanding.
Required Skills and Qualifications
Experience:
- Minimum 5 years of Executive Assistant or senior administrative experience.
- Proven ability to manage complex schedules and international travel.
- Strong skills in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word, SharePoint).
- Experience organizing and documenting meetings and managing confidential information.
- Ability to manage multiple projects simultaneously and work independently.
Soft Skills:
- Highly organized, proactive, and detail-oriented.
- Strong interpersonal and communication skills to liaise across teams and regions.
- Professional discretion when handling confidential information.
- Adaptable and effective in a fast-paced, dynamic environment.
- Strong cultural awareness when working with global teams.
Language Requirements:
- Japanese: Native level.
- English: Fluent level.
Preferred Skills & Qualifications
- Experience supporting senior leaders in global or multicultural environments.
- Familiarity with HR operations, workflow optimization, or process improvements.
- Strong problem-solving skills and ability to work in ambiguous situations.
About the Company
Our client is a global leader in e-commerce and cloud services, delivering innovative solutions to customers across Japan and worldwide. With a strong commitment to customer satisfaction, operational excellence, and innovation, the company empowers employees to take ownership, collaborate across regions, and drive impactful initiatives in a high-performing, diverse environment.
Why You'll Love Working Here
- Opportunity to contribute to high-impact projects across global HR and business teams.
- Strong focus on professional growth, skill development, and expanded responsibilities.
- Work closely with diverse, cross-functional teams in a dynamic, fast-paced environment.
- Contribute to a culture centered on innovation, ownership, and continuous improvement.
Don't Miss Out - Apply Now!