Description

Team Description: Business Support Office (BSO) is the group of Executive Assistants and Team Assistants which provide the most efficient and best in class administrative services to support the rapid business growth and customer success.

Key Expectations - Strategic Administrative Partnership

This Executive Assistant role is positioned to function as a strategic administrative partner with Chief of Staff-like responsibilities for the sales organization leadership team. In addition to traditional EA duties, the successful candidate will be expected to play the following.

Team Coordination & Oversight

Serve as supervisor and coordinator for dispatch/temporary assistants supporting the business leaders and team, providing guidance and ensuring consistent service delivery across the extended administrative support network
Act as the primary point of contact and information hub between the executive, team members, and various administrative resources

Strategic Support & Business Partnership

Demonstrate deep understanding of sales organization dynamics and proactively anticipate the unique needs of a fast-paced commercial environment
Bridge the gap between back-office functions and front-line sales teams, ensuring equitable and efficient administrative support for revenue-generating functions
Partner closely with the executive to optimize their time and enable strategic focus by managing increased scheduling complexity and coordination demands

Process Improvement & Scalability

Lead initiatives to standardize and improve administrative processes specifically tailored to support the scaling needs of the sales organization
Identify and address service gaps or inefficiencies in how the team receives administrative support compared to other departments
Contribute to BSO's mission of evolving from individual-focused support to a more efficient shared service model that can flex and scale with business growth

Cross-functional Influence

Exercise judgment and discretion in prioritizing competing demands across multiple stakeholders in the sales organization
Build credibility and trust with the business leaders and their teams, understanding their business context well enough to make informed decisions in the executive's absence

Foundation & Execution - Tactical Excellence

Advanced Logistics & Calendar Management: Proactively manage complex, priority-based calendars and end-to-end logistics for internal/external meetings (Off-sites, All-hands) and VIP visits.
Comprehensive Travel & Expense Management: Coordinate intricate domestic/international travel (Visas, ground transport) and ensure rigorous compliance with expense policies.
Client Relationship & Event Support: Execute high-touch client engagement (dinners, gifts, correspondence) and support logistics for HQ executive visits.
Operational & Financial Administration: Manage departmental budgets, reconcile spend, handle procurement (PO/Invoices), and maintain org charts/documentation.
Technical Proficiency & Communications: Utilize Salesforce, Slack, and Google Workspace to draft communications and manage sensitive business data with high attention to detail.
Team Collaboration: Partner with Finance, IT, and HR (Employee Success) to resolve issues. Provide backup support for colleagues to ensure seamless operation.

Qualifications

Experience: 3+ years of relevant experience supporting executives in a large-scale company.
Language: High fluency in Japanese (spoken/written) and business-level English.
Technical Skills: High proficiency in Microsoft Office (PPT/Excel) and Google Workspace. Experience with Salesforce, Slack, and virtual meeting tools (Zoom/Webex) is preferred.
Communication: Simple, clear, and logical communicator with excellent editing skills.
Confidentiality: Proven ability to handle sensitive business matters with absolute discretion.
Project Management: Ability to initiate and lead projects of intermediate complexity.

Desired Traits

Proactive Thinker: Anticipate changes/conflicts and prepare solutions in advance.
Resilience: Comfortable in a fast-paced, high-growth environment; shows grace under pressure.
Growth Mindset: Positive attitude toward continuous learning and adopting new technologies.
Collaborative: A team player dedicated to social contribution and client-focus orientation.