Executive Assistant

About the company

This is an opportunity to join an established international organisation working in a fast-moving, client-focused environment. Its work involves close collaboration with clients and colleagues across teams and locations, making clear communication, sound judgement and thoughtful coordination central to day-to-day success.

The organisation offers a varied setting in which priorities can change and people are trusted to take initiative. As an Executive Assistant, you will work closely with senior leadership and partner with other executive assistants and business support teams. You will play an important part in helping colleagues work effectively, supporting strong relationships with clients and ensuring that important meetings, events and business activities run smoothly.

What the job entails

As Executive Assistant, you will provide comprehensive support to the CEO, managing a busy schedule and coordinating with internal and external stakeholders to make the best use of their time. You will arrange domestic and international meetings, travel, transport, client meals and visitor appointments, while keeping track of key commitments, deadlines and follow-up actions. You will also support expense processing and approvals.

Alongside executive support, you will help prepare meeting materials, attend meetings, take minutes and monitor actions through to completion. The role includes drafting communications, organising information and data, and coordinating Japanese–English translation and interpretation where needed. You will also manage confidential documents and contribute to smoother day-to-day processes. Administrative responsibilities include supporting new starters, maintaining workplace information and coordinating meetings, events and client or employee occasions. The role is permanent and hybrid, with attendance planned to best support the CEO.

Key requirements

• At least four years’ experience in an Executive Assistant role.
• Native-level Japanese and business-level English, including confidence coordinating with executive assistants in overseas offices and supporting international visitors.
• Strong scheduling and organisational skills, with the ability to manage competing priorities and multiple calendars while paying close attention to detail.
• A proactive, considerate approach: able to anticipate needs, take ownership and respond quickly and flexibly when plans change.
• Excellent communication skills, including the ability to build constructive relationships with a wide range of stakeholders and produce clear, effective written communications.
• Professional judgement and discretion when handling confidential information and sensitive situations.
• Practical experience with Microsoft Office, particularly PowerPoint for presentation materials and Outlook for calendar management and meeting coordination.
• Experience working in an international organisation is valued, as is the ability to adapt in a changing business environment.