Executive Assistant

EXECUTIVE ASSISTANT & OFFICE MANAGEMENT

As the Executive Assistant at R/GA Japan, you will play a crucial role in supporting the organization’s leadership by extending your talents to ensure seamless office operations and superb client relations. You will also be responsible for key office management and administrative tasks. We are looking for a highly sophisticated, trustworthy individual who can operate efficiently in a dynamic, international environment.

• Meetings Coordination: effectively and efficiently coordinate and manage business, client, and staff meetings, including effective and timely coordination across multiple timezones. 
• Travel Arrangements: Efficiently manage all travel arrangements for our leadership staff, ensuring adherence to R/GA's travel policies and procedures.
• Administrative Support: Offer comprehensive admin support to the executives, encompassing expense management, leave coordination, client meeting logistics, and assistance with agency presentations and meetings.
• Expense Processing: Take charge of processing business-related expenses accurately and promptly.Manage client follow-ups and maintain communication lines.
• Event Coordination: Handle the booking and organization of events and conferences, demonstrating sharp understanding of budgets, occasion, level of service according to the needs of each event.
• Calendar Management: support leadership staff with calendar management and coordination. 
• Communications Management: Be the main point of contact for contractors, vendors, visitors, and guests to provide a positive and welcoming experience.
• Office Administration: Oversee the procurement, management, and monitoring of office supplies, assets, and equipment to maintain a well-functioning and well-stocked work environment, including managing inventory storage and tracking assets across the office and employees.Handle incoming and outgoing official mails and deliveries efficiently.
• Finance Management: Manage office budgets and reconcile office-related expenditures. Coordinate with the finance department for invoice processing and vendor payments.

Time Management: Being able to manage competing deadlines and handle incoming requests from the wider group with care and professionalism. Ability to schedule meetings and travel arrangements between time zones, both interstate and internationally.

• Proactive Support: Anticipate the needs of the executives and the agency, skilfully handling conflicting priorities and ensuring that projects are completed successfully, often under tight deadlines.
• High-Pressure Environment: Demonstrate good judgment, tact, and patience in a fast-paced, high-pressure environment.
• Organisational Skills: Leverage excellent planning and organisational skills, maintaining a keen attention to detail.
• Communication: Exhibit outstanding written and oral communication skills.
• Personal Requests: Assist with personal requests during extraordinary circumstances as dictated by the business.
• Discretion and Judgment: Exercise a high level of discretion and judgment, often representing the assigned executive in communications.

Qualifications:

• Bilingual proficiency in Japanese (native level) and English (business level) is mandatory.
• Excellent interpersonal and communication skills.
• Experience working abroad or with international teams.
• Demonstrated ability to handle confidential information with discretion.
• Adept at managing multiple tasks in a fast-paced environment.
• Strong sense of aesthetics and attention to detail.
• Problem solving “can do” mentality is a must.
• Ability to stay calm under pressure. 

Preferred Experience:

• Previous experience as an executive assistant or in a similar role in a multinational company.
• Familiarity with the tech or creative industries.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.