Overview
Manage and maintain executive schedules, coordinate meetings, and arrange business travel.
Serve as a liaison between executives, staff, clients, and external partners.
Prepare and organize documents, reports, presentations, and minutes.
Represent the company at networking events, conferences, and industry forums.
Handle phone calls, correspondence (email, mail), and reception tasks.
Support internal coordination and communication across teams.
Assist with event logistics, meeting preparation, and office administration.
Handle budget tracking, expense submissions, and basic bookkeeping.
Support website or social media updates as necessary.
Attend formal and informal dinner meetings with stakeholders, partners, and government officials.
Build and maintain strong connections with government agencies, industry associations, and other key stakeholders to support company objectives.
Responsibilities
Manage and maintain executive schedules, coordinate meetings, and arrange business travel.
Serve as a liaison between executives, staff, clients, and external partners.
Prepare and organize documents, reports, presentations, and minutes.
Represent the company at networking events, conferences, and industry forums.
Handle phone calls, correspondence (email, mail), and reception tasks.
Support internal coordination and communication across teams.
Assist with event logistics, meeting preparation, and office administration.
Handle budget tracking, expense submissions, and basic bookkeeping.
Support website or social media updates as necessary.
Attend formal and informal dinner meetings with stakeholders, partners, and government officials.
Build and maintain strong connections with government agencies, industry associations, and other key stakeholders to support company objectives.
Basic Qualifications
Native or near-native in both written and spoken Japanese; business-level English is a plus.
Strong organizational and multitasking capabilities with meticulous attention to detail.
Skilled in document preparation, data entry, and presentation tools.
Excellent telephone etiquette and communication skills.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
Discretion, professionalism, and confidentiality in handling sensitive information.
Ability to prioritize tasks and manage workflows efficiently.
Preferred Qualifications
1–2+ years of experience in secretarial, administrative, or executive support roles.
Experience in bilingual environments (especially Japanese–English).
Familiarity with scheduling tools, travel coordination, and expense management.
Experience with minor design tasks (PowerPoint, promotional materials).
Event coordination experience (meetings, seminars, corporate gatherings).
Tools
Productivity Tools: Microsoft Office (Word, Excel, PowerPoint), Google Workspace, ChatGPT
Project Management Software: Notion
Communication Tools: Slack, Google Meet, Zoom, Discord, LinkedIn
Hiring Process
Resume screening
Submit your resume, including relevant experience, education, skills, and accomplishments
Highlight any experience in strategic advisory, project management, or executive support roles
Initial Interview (30 min - 1 h)
Discuss your background, skills, and experiences related to the Executive Secretary role
Assess your understanding of organizational dynamics and ability to work closely with senior leadership
Panel Interview (1-2 hours)
Engage in a panel interview with key stakeholders, including the CEO and other members of the leadership team
Discuss your fit for the role, leadership style, and approach to driving organizational success
Reference Check and Background Verification
Provide references from previous employers or colleagues who can speak to your qualifications and performance
Undergo background verification checks as required by company policy
Offer and Onboarding
Receive and review the job offer, including salary, benefits, and other details
Complete any necessary paperwork and undergo orientation and training as needed
Begin your role with support and guidance from the CEO and leadership team
Work Conditions
Job Type
Full-time (after 3-month trial period) Outsourcing contracts are acceptable (for freelancers)
Work Type
Operate remotely or from the office
Location
Flexible (Tokyo-based, will come to the office at least three times a week; can work remotely on other occasions)
Salary
5,000,000 JPY / year or more
Work Hours
9:00 - 18:00 (including 1 hour break) Five-day work week
