Executive Assistant & Office Manager

Location: Tokyo, Japan; onsite office-based role.

Company

hirify.global delivers enterprise software solutions through a cloud-based platform and operates as a multinational company with more than 5,000 employees across all continents.

What you will do

• Manage complex executive calendars, appointments, communications, meetings, travel arrangements, itineraries, briefing materials, expenses, purchase requests, and budget tracking.
• Organize leadership meetings, town halls, business reviews, executive events, and follow-up on action items and deliverables.
• Oversee daily office operations, facilities, equipment, supplies, maintenance, repairs, workplace services, access controls, and visitor registration.
• Manage relationships with building management, contractors, vendors, and service providers while supporting workplace health, safety, and compliance.
• Coordinate onboarding and offboarding with Human Resources and IT, maintain records and inventories, and support procurement and internal communications.
• Plan employee engagement activities and office programs while supporting special initiatives and a positive employee experience.

Requirements

• Bachelor's degree or equivalent work experience.
• 5+ years of experience in Executive Assistant, Office Manager, Administrative Manager, or related roles.
• Strong proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills in English.
• Strong organizational and project management skills, with the ability to prioritize competing demands and meet deadlines under pressure.
• High discretion and the ability to manage confidential and sensitive information.
• Strong interpersonal and stakeholder management skills.

Nice to have

• Experience working in a multinational and matrixed organization.

Culture & Benefits

• International and diverse work environment with collaboration and trust.
• Commitment to sustainability and creating a positive global impact.
• Focus on flexibility, innovation, employee experience, and different perspectives.