Compensation:
Competitive salary based on experience (¥4.5M – ¥6.5M annually) + commuting allowance
Position Overview
We are seeking an adaptable, proactive, and discrete Personal Assistant (PA) to support our executive leadership team in Tokyo. This role extends beyond standard office administration: the ideal candidate will split their time between internal operations, active local assignments across the Tokyo metropolitan area, and international travel support.
If you thrive in dynamic environments where daily tasks vary, manage global logistics effortlessly, and possess strong cross-cultural business acumen, we welcome your application.
Key Responsibilities
Executive & Administrative Support (In-Office / Remote)
- Manage executive calendars, scheduling, and daily priority workflows.
- Handle routine correspondence, emails, and phone inquiries in both English and Japanese.
- Prepare meeting materials, reports, presentation slides, and summary notes.
- Coordinate complex international and domestic travel arrangements, including flight bookings, hotel accommodation, visa processing, and entry requirement research.
Field, External & International Assignments (Out-of-Office)
- Global & Domestic Travel Escort: Accompany or pre-arrange support for the executive on domestic and international business trips, ensuring seamless transit, schedule adherence, and on-the-ground support.
- On-Site Support: Assist the executive at external meetings, global partner visits, and operational appointments both in Tokyo and abroad.
- Logistics & Vendor Management: Coordinate directly with external suppliers, international transport services, local partners, service providers, and vendors.
- Operational Errands: Handle sensitive off-site errands, confidential document deliveries, specialized equipment procurement, and site verification checks.
- Ground Support: Adapt quickly to time-zone shifts, schedule adjustments, navigate local transit networks globally, and resolve unexpected logistical issues on location.
Qualifications & Requirements
- Experience: 3+ years of experience as a Personal Assistant, Executive Assistant, or operational support staff member in Japan with demonstrated experience managing international business travel.
- Language Proficiency:
- Japanese: Native or Business-Level (JLPT N1 preferred) with proficient knowledge of Keigo (formal business communication).
- English: High Business or Fluent level (written and spoken) suitable for cross-border logistics and international coordination.
- Mobility & Travel Readiness:
- Willingness to travel frequently across the Tokyo area and fly internationally on short notice.
- Valid Passport with no travel restrictions and eligibility to secure international business visas.
- Discretion: Strong sense of confidentiality and professional integrity when handling sensitive company and personal travel data.
- Cultural Competency: Clear understanding of standard Japanese business etiquette (Meishi exchange, formal communication) alongside cross-cultural awareness for overseas assignments.
Preferred Skills
- Valid Japanese Driver’s License (a plus, though proficiency with Tokyo’s public transit network and international travel navigation is required).
- Proficiency in Google Workspace, MS Office, and communication tools (Slack, LINE, Teams).
Benefits & Work Environment
- Social insurance (Shakai Hoken) fully covered.
- Full coverage of all pre-approved domestic and international business travel expenses.
- Hybrid work arrangement aligned with daily operational and travel tasks.
- Collaborative international workplace environment.
How to Apply
Please submit your resume (both English CV and Japanese Rirekisho / Shokumu Keirekisho) along with a brief cover letter outlining your relevant organizational, off-site, and international travel support experience.