Japan President Office Executive Assistant

Location: Shinjuku-ku, Tokyo, Japan; on-site role

Company

hirify.global is a global science and technology company operating across life sciences, diagnostics, and biotechnology.

What you will do

• Provide primary executive assistance to the hirify.global Japan Regional President, including calendar, schedule, and daily administrative management.
• Support the Japan Leadership Team and coordinate leadership meetings, operating reviews, town halls, and staff meetings.
• Prepare presentations, reports, correspondence, agendas, meeting materials, action items, and follow-up communications.
• Coordinate regional initiatives, annual planning, talent and compliance reviews, audits, executive visits, workshops, conferences, and off-site events.
• Manage domestic and international travel arrangements, itineraries, expense reporting, document management, approvals, purchase requests, and office operations.
• Coordinate communication among Japan leaders, operating companies, regional teams, global stakeholders, vendors, and business partners while maintaining confidentiality.

Requirements

• Multiple years of experience supporting senior executives, business leaders, or leadership teams in a multinational organization.
• Advanced proficiency with Microsoft 365 applications, including Outlook, PowerPoint, Teams, Excel, Word, and Copilot.
• Experience coordinating complex calendars, domestic and international travel, executive meetings, and cross-functional projects.
• Excellent written and verbal communication skills in both Japanese and English.
• Ability to manage highly confidential information with professionalism and discretion.
• Ability to travel approximately 5% of the time within the Tokyo region and to other domestic locations across Japan.

Nice to have

• Experience with stakeholder management and cross-functional collaboration.
• Ability to thrive in a fast-paced, dynamic environment.

Culture & Benefits

• Work within a culture of continuous improvement and belonging.
• Apply hirify.global Business System principles to improve administrative processes and workflows.
• Support standard work, visual management, problem-solving practices, and operational efficiency.
• Collaborate with leaders and stakeholders across Japan, regional teams, and global functions.