Executive & Office Assistant (AI)

Location: Tokyo, Japan; hybrid work with office attendance twice a week

Company

DeepL is a global AI product and research company developing secure language AI solutions for translation, writing improvement, and real-time voice translation.

What you will do

• Manage the APJ Country Manager’s calendar, communications, scheduling conflicts, meetings, minutes, and action-item follow-up.
• Create and edit presentations and business materials aligned with corporate messaging and branding.
• Coordinate domestic and international travel, expense reconciliation, and confidential information.
• Oversee Tokyo office operations, including access management, mail, purchasing, amenities, health and safety, tickets, onboarding, and offboarding logistics.
• Manage office vendors, projects, invoices, budgets, catering, and local and global events.
• Identify process improvements and propose automation and AI-based solutions to increase operational efficiency.

Requirements

• Fluent Japanese in reading, writing, and spoken communication.
• Advanced business-level English in reading, writing, and spoken communication.
• Bachelor’s degree or higher.
• Proficiency in Google Workspace and Mac-based business applications.
• Ability to provide hands-on technical support for meetings and manage moderate-scope projects with independent judgment.
• Ability to build professional relationships, navigate changing priorities, coordinate external guests, and handle sensitive information discreetly.

Culture & Benefits

• Hybrid work with flexible hours and trust-based flexibility.
• Internationally distributed workforce representing more than 90 nationalities.
• Virtual Shares for every employee.
• Regular in-person team, onboarding, and company-wide events.
• Monthly full-day Hack Fridays for independent projects and cross-team collaboration.
• 30 days of annual leave excluding public holidays, mental health resources, and location-specific benefits.