Office Manager & Executive Assistant - Japan

Title: Japan Office Manager and Executive Assistant, Full Time

The Japan Office Manager and Executive Assistant will partner with the Regional (APAC) Office Manager and the Head of Japan in managing the Japan office's day-to-day administration and operations, providing support, and managing all office systems and services. This position develops and streamlines systems and processes, ensuring office efficiency and managing office policies and communications, partners with executives in managing all the executive's business affairs, and ensuring the efficiency of their executive's projects and communication effectiveness. The candidate must be a self-starter, strive for results, exercise good judgment, and have excellent communication skills, as well as a strong attention towards detail, and efficiently manage time, which is essential as you support this global team. In addition, the ability to handle numerous projects, a heavy workflow with a high accuracy level, and the professionalism to interface with high-profile customers are necessary. This position reports to the APAC Office Manager and is onsite at the local Tokyo office.  The ability to work from home 1 day per week will be available once completely onboarded.

Primary Responsibilities

• Manage Tokyo office and any future offices in Japan.
• Maintain office appearance and make improvements as needed
• Coordinate office schedules, arrange meetings and catering
• Streamline office processes as headcount increases
• Oversee office budgets
• Reconcile office and executive expenses, budgeting, and vendor management, negotiating contracts and cultivating vendor relationships
• Manage office systems and services, negotiate corporate rates and service contracts as required
• Provide executive support to the Head of Japan, including a variety of complex, confidential, and critical administrative and organizational tasks, in addition to backing up for the Regional (APAC) Office Manager and Executive Assistant, and for the Executive Assistant to the CEO if required in:
• Calendar management
• Complex domestic and international travel arrangements, including visa and international documentation support
• Meeting preparation, including coordination and logistics of both internal and external meetings, offsite conferences, and external events, including catering and transport

• Assist the legal department in capturing signatures and additional confidential information as needed
• Special projects, including doing research, creating reports, managing data in spreadsheets, keeping records and confidential information current
• Manage the Executive and Office Management Department's intranet site for the Japan Offices
• Plan and coordinate internal events in Japan.
• Organizing and supporting small and large meetings along with conference set-up
• Partner with Marketing on more significant events as needed
• Provide event support
• Support implementation of office policies
• Implement office standards
• Find and implement service providers for offices
• Partner with HR as needed
• Acting as a liaison between the employees and upper management
• Assist with employee onboarding and offboarding
• Assist in hiring, training, and managing local administrative staff
• Coordinate employee relation outreach through welcome packages, life event care packages, and additional items
• Partner with Marketing maintain accurate inventories of marketing-related materials and products, including ordering new supplies
• Manage special projects, including, but not limited to office improvements and office relocation

Knowledge, Skills & Abilities

• Bilingual Proficiency. Native level Japanese speaker with fluent English communication skills, both written and spoken. Capable of performing translations.
• Strong written and verbal communication in leading teams and coordinating with peers and other disciplines to drive projects/issues to closure.
• Commitment to organizational excellence and constant awareness to seek opportunities to improve processes/quality of deliverables.
• Approaches new challenges and high-pressure situations with a positive attitude and calm demeanor
• Superb ability to prioritize and manage multiple projects/responsibilities.
• Superb ability to meet committed timelines, leveraging assistance/input from peers.
• Strong and effective team player working with various disciplines and peer groups; can cover all tasks required to 'get a job done.'
• Strong attention to detail.
• Reliability and discretion; handle confidential matters with care.
• Able to carry up to 20 lbs independently.
• Knack for solving problems in an efficient manner.
• Logical and critical thinking skills.

Experience/Education

• 10+ years of experience overall with a focus in executive administration and office management
• Experience managing an office within a multi-national firm and/or experience in directly supporting a global, executive team
• Bachelor's Degree in Business Administration or other related degree
• Strong track record of managing an office in a highly organized manner, including developing systems and procedures, and delivering excellent stakeholder service
• Those with experience in business administrative responsibilities such as Finance/Accounting, HR, Legal, or Marketing are highly encouraged to apply
• Experience in the Data Center industry, Construction, or Real Estate environments are also highly encouraged to apply